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Education and Culture? DG 

Europe for Citizens' Programme 



EUROPE FOR CITIZENS PROGRAMME 

2007-2013 



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PROGRAMME GUIDE 

Version valid as of 1 st January 2009 



http://ec.europa.eu/citizenship/index_en.html 
http://eacea. ec. europa. eu/ citizenship/index _en. htm 



CONTENT 



Purpose and Structure of the Programme 1 

Section A - General Outline 2 

What is the Europe for Citizens Programme? 3 

Objectives of the Europe for Citizens Programme 4 

Priority themes of the Europe for Citizens Programme 5 

Horizontal features of the Europe for Citizens Programme 7 

Structure of the Europe for Citizens Programme 12 

Section B - Implementation of the Europe for Citizens Programme 15 

Who implements the Europe for Citizens Programme? 16 

What budget is available ? 17 

Who can participate in the Europe for Citizens Programme? 18 

Participating countries 19 

General selection procedures 21 

General rules 24 

Other rules 27 

Section C - Programme Actions 29 

Action 1 - Active Citizens for Europe 30 

What are the aims of the Action ? 30 

Measure 1 - Town Twinning 31 

Measure 1.1. Town twinning citizens' meetings 32 

Specific objectives 32 

Eligibility criteria 33 

Award criteria 35 

How to make a good project? 36 

When to apply? 37 

How to apply? 37 

How and when are the results communicated? 38 

How is the activity financed? 38 

Measure 1.2. Networks of twinned towns 41 

Specific objectives 41 

Eligibility criteria 42 

Award criteria 44 

How to make a good project? 45 

When to apply? 46 

How to apply? 46 

How and when are the results communicated? 47 

How is the activity financed? 47 



Measure 2 - Citizens' projects and support measures 52 

Measure 2.1 Citizens' projects 52 

Specific Objectives 52 

Eligibility criteria 53 

Award criteria 55 

How to make a good project? 56 

When to apply? 56 

How to apply? 57 

How and when are the results communicated? 57 

How is the activity financed? 57 

Measure 2.2. Support measures 61 

Specific Objectives 61 

Eligibility criteria 62 

Award criteria 64 

When to apply? 65 

How to apply? 65 

How and when are the results communicated? 66 

How is the activity financed? 66 

Action 2 -Active Civil Society in Europe 70 

What are the aims of the Action? 70 

Measure 1 and 2: Structural support for European policy research organisations (think-tanks) and for civil society 
organisations at European level. 71 

Who implements this measure? 71 

Measure 3: Support for projects initiated by civil society organisations 72 

Specific Objectives 72 

Eligibility criteria 74 

Award Criteria 76 

How to make a good project? 77 

When to apply? 77 

How to apply? 78 

How and when are the results communicated? 78 

How is the activity financed? 79 

Payment procedures 86 

Action 3 - Together for Europe 88 

What are the aims of the Action ? 88 

High-visibility events 88 

Studies 88 

Information and dissemination tools 88 

Action 4 - Active European Remembrance 89 

Specific objectives 89 

Eligibility criteria 92 

Award criteria 94 

How to make a good project? 95 

When to apply? 96 

How to apply? 96 

How and when are the results communicated? 96 

How is the activity financed? 97 

Payment procedures 104 



Europe for citizens - Programme Guide - version valid as of 01 January 2009 



Purpose and structure of the Programme Guide 

The purpose of this Programme guide is to present to all interested parties the content of the 
Europe for Citizens Programme as well as the procedures and conditions for applying for a 
grant under its different actions and measures. 

The Programme Guide has three parts: 

Section A, which presents an important introduction to the Programme and its General and 
Specific Objectives, priorities themes and horizontal features; 

Section B, which gives important general information on the implementation of the 
Programme, including financial and legal conditions; 

Section C, which includes detailed information on the different actions and measures under 
this Programme. 

For certain actions or measures, the format of which is subject to important developments, 
specific calls for proposals can be published, with a time-limited validity, as applications 
can be sent in until a specified date. Those calls can therefore not be part of this Programme 
Guide that applies for the whole duration of the Programme. This Guide however presents 
the general outline of those actions and measures which will be subject to specific calls for 
proposals, and gives the link, if applicable, to the relevant call. 



Europe for citizens - Programme Guide - version valid as of 01 January 2009 



Europe for citizens - Programme Guide - version valid as of 01 January 2009 



Section A 
General outline 



Europe for citizens - Programme Guide - version valid as of 01 January 2009 



What is the Europe for Citizens Programme? 

By Decision 1904/2006/EC of 12 December 2006 the European Parliament and the Council 
adopted the Europe for Citizens Programme' for the period 2007-2013, which put into 
place the legal framework to support a wide range of activities and organisations promoting 
'active European citizenship' and therefore the involvement of citizens and civil society 
organisations in the process of European integration. 

The Europe for Citizens Programme builds on the experience of the previous Programme 
which ran from 2004 to 2006. The current Programme was proposed by the Commission 
after a large consultation with the different stakeholders and an 'ex ante' evaluation, which 
has identified the need for an intervention at Community level and the expected impact of 
the Programme on the sector. Thanks to these experiences and reflections, this Programme 
of second generation demonstrates a certain level of maturity, combining continuity and 
innovation. 

The Programme will run from 2007 to 2013. 



Europe for citizens - Programme Guide - version valid as of 01 January 2009 



Objectives of the Europe for Citizens Programme 



General objectives 

The general objectives of the Europe for Citizens Programme are to contribute to: 

• giving citizens the opportunity to interact and participate in constructing an ever closer 
Europe, which is democratic and world-oriented, united in and enriched through its cultural 
diversity, thus developing citizenship of the European Union; 

• developing a sense of European identity, based on common values, history and 
culture; 

• fostering a sense of ownership of the European Union among its citizens; 

• enhancing tolerance and mutual understanding between European citizens respecting 
and promoting cultural and linguistic diversity, while contributing to intercultural dialogue. 



Specific objectives 

The Programme has the following specific objectives, which shall be pursued on a 
transnational basis: 

• bringing together people from local communities across Europe to share and exchange 
experiences, opinions and values, to learn from history and to build for the future; 

• fostering action, debate and reflection related to European citizenship and democracy, 
shared values, common history and culture through cooperation within civil society 
organisations at European level; 

• bringing Europe closer to its citizens by promoting Europe's values and achievements, 
while preserving the memory of its past; 

• encouraging interaction between citizens and civil society organisations from all 
participating countries, contributing to intercultural dialogue and bringing to the fore both 
Europe's diversity and unity, with particular attention to activities aimed at developing 
closer ties between citizens from Member States of the European Union as constituted on 
30 April 2004 and those from Member States which have acceded since that date. 



Europe for citizens - Programme Guide - version valid as of 01 January 2009 



Priority themes of the Europe for Citizens Programme 

Under this Programme, priority is given to certain themes of particular relevance for the 
development of an active European citizenship. The focus on such themes will encourage 
synergies between projects working on the same issue and will ensure visibility and impact 
of the supported activities and of the Programme in general. Applicants under this 
Programme are invited to address in their projects one or more of these priority themes. 
However, the Programme remains open to innovative, bottom-up projects, which do not fall 
within these priority themes. 

These themes will be relevant for the whole period of the Programme and will therefore 
have a permanent character. However, the way these issues are being tackled will depend 
on specific events or developments in the field. 

In order to be able to react to new or very specific topics arising on the European agenda, 
annual priorities of relevance for this Programme and of a limited duration can be set up. 
They are published on the EACEA website. 



Permanent themes 

Priority will be given under this Programme to the following themes: 

Future of the European Union and its basic values 

The important and rapid changes of the European Union make necessary to engage citizens 
and civil society organisations in a deep, long lasting reflection on the future of Europe. 
This has been recognized in 2005 by the Heads of State and Government, who launched a 
reflection on the future of Europe after the ratification process of the Constitution was 
suspended. To support this reflection, the Commission proposed the Plan D 1 to strengthen 
dialogue, debate and democracy in Europe. The Europe for Citizens Programme is an 
important tool in this context. It can be used to set up a structured dialogue in societies in 
view 'of fostering a sense of ownership of the European Union among its citizens' as 
mentioned in the Programme objectives. 

Vision of the future of the European Union is by definition linked to its basic values. This 
permanent priority includes therefore also dialogue and actions related to basic values such 
as human rights, tolerance, solidarity and fight against racism and xenophobia. 

Active European Citizenship: participation and democracy in Europe 

The concept of Active European Citizenship lies at the heart of this Programme. There is a 
need for further reflection on this concept of Active European Citizenship as well as need 
for development of tools and models adapted to citizens' active participation in the 
construction of Europe at all levels. Therefore, the issues of active European Citizenship, 



1 COM(2005) 494 final of 13 October 2005: Communication from the Commission to the Council, the 
European Parliament, the European Economic and Social Committee and the Committee of the Regions " The 
Commission's contribution to the period of reflection and beyond: Plan D for Democracy, Dialogue and 
Debate" 



Europe for citizens - Programme Guide - version valid as of 01 January 2009 

participation and democracy are a permanent priority of this Programme. These issues will 
therefore be tackled by studies and reflections as well as by projects involving citizens and 
civil society organisations. 

Inter-cultural dialogue 

The successive enlargements of the European Union, the increased mobility resulting from 
the single market, the migration flows, old and new, are increasing interactions between 
European citizens. Consequently, citizens should be able to fulfill their potential in a more 
solidarity based society. Promoting participation of each citizen in intercultural dialogue 
through the structured cooperation with civil society is fundamental to creating a European 
identity and enhancing different shapes of the various aspects of belonging to a community. 
European citizens should be aware of the importance of developing active European 
citizenship which is open to the world, respects cultural diversity and is based on the 
common values of the European Union. 

People's wellbeing in Europe: employment, social cohesion and sustainable development 

The European societies are changing rapidly. For example issues like globalisation, 
transition towards a knowledge based economy, demographic developments, immigration, 
increasing individualism are common challenges. In this context, the European Union has 
adopted a clear strategy for facing these challenges: the 'Lisbon agenda'. It has set the 
following target for the EU: to become the most competitive knowledge-based economy in 
the world. 

The Europe for Citizens Programme will encourage actions dealing with these issues, 
giving a European perspective to people's everyday life experience and demonstrating how 
the EU can improve their wellbeing in an evolving environment. 

Impact of EU policies in societies 

The Programme has as an objective to bring Europe closer to its citizens. A very important 
aspect in this exercise is to raise citizens' awareness of the results achieved trough 
European policies and actions in various policy fields. 

The Programme should therefore encourage actions which provide citizens with 
opportunities to recognize, debate, assess and build opinions on these achievements. 



Europe for citizens - Programme Guide - version valid as of 01 January 2009 



Horizontal features of the Europe for Citizens Programme 

Project promoters are invited to take into consideration the following important, horizontal 
features while implementing their projects within the Europe for Citizens Programme. 



European values 

For citizens to give their full support to European integration and to develop their sense of 
belonging to the European Union, it is important to bring common European values, history 
and culture to the fore. Freedom, democracy and respect for human rights, cultural 
diversity, tolerance and solidarity belong to those values. Project promoters are invited to 
consider how those values can be reflected in their projects. Specific attention should be 
paid to the fight against racism, xenophobia and intolerance. 



Informal learning for active European citizenship 

The Europe for Citizens Programme provides important opportunities for citizens to acquire 
skills and competences, in a European context, through informal and non-formal learning. 

The projects developed in the framework of this Programme are likely to enable the 
development of a positive attitude towards different cultures and societies, an appreciation 
of diversity and cultural differences, and a curiosity for intercultural communication. 
Therefore it respects the spirit of the Recommendation 2 of the European Parliament and the 
Council on key competences for lifelong learning that highlights eight key competences as 
the knowledge, skills and attitudes needed by the individuals to participate in an effective 
and constructive way in social and working life, and thus to support an increasing 
involvement in the society. 

For example, by preparing and participating in a multinational town twinning citizens' 
meeting, citizens will develop new skills for interacting with people coming from different 
countries or horizons. Through involvement in a citizens' panel at European level, citizens 
will develop their understanding of European issues and will probably be willing to 
participate more actively in democratic decision-making at all levels. 



Volunteering - expression of active European citizenship 

Volunteering is an essential element in active citizenship: by giving one's time for the 
benefit of others, volunteers service their community and play an active role in society. 
They develop the sense of belonging to a community thereby also gaining ownership. 
Volunteering is therefore a particularly powerful means to develop citizens' commitment to 
their society and to its political life. Civil society organisations, associations of a European 
general interest, town twinning associations and other participating organisations often rely 



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OJ L 394/10, Recommendation of the European Parliament and of the Council of 18 December 2006 on key 
competences for lifelong learning (2006/962/EC) 



Europe for citizens - Programme Guide - version valid as of 01 January 2009 

on voluntary work to carry out and to develop their activities. Therefore, particular attention 
is paid within this Programme to the promotion of volunteering. 

Transnationality and local dimension 

Active European Citizenship can only be concretely experienced in an environment which 
goes beyond a national vision. Transnationality represents therefore an important feature of 
this Programme, which can be expressed in different ways: 

• The theme of the project can be transnational by tackling an issue from a European 
perspective or by comparing different national points of view. Such a transnational theme 
can be implemented by giving the floor directly to persons from different national 
backgrounds or to people having an original, transnational point of view on the issue. 

• The transnationality can also derive from the nature of the project promoters: the 
project can indeed be developed and implemented through the cooperation of a number of 
partner organisations, coming from different participating countries. 

• Transnationality can also be achieved by ensuring that the project is targeted directly 
to a public in, or from, different countries or by disseminating the results of the project 
across borders, thereby reaching indirectly a European audience. 

Project promoters are encouraged to strengthen the transnational dimension of their project, 
possibly by combining the above mentioned characteristics. This transnational dimension 
should be accompanied by a strong local dimension. In order to help bridge the gap 
between them and the European Union, it is particularly important that projects or activities 
supported by this Programme reach citizens in their every day life, on issues that are of 
relevance to them. 



Cultural and linguistic diversity 

The European Commission committed itself to promoting cultural and linguistic diversity 
through different initiatives and Programmes. The Europe for Citizens Programme can 
contribute to achieving those objectives by bringing European citizens of different 
nationalities and different languages together and by giving them the opportunity to 
participate in common activities. Participation in such a project should raise awareness on 
the richness of the cultural and linguistic environment in Europe. It should also promote 
mutual understanding and tolerance, thereby contributing to the development of a 
respectful, dynamic and multifaceted European identity. Project promoters are invited to 
present in their application how their project will tackle these issues. 



Cross-fertilisation 

This Programme has clear and coherent objectives, which are to be achieved through 
different, complementary actions. These actions address different types of organisations. 
Synergies and wider multiplier effect can be achieved through the cooperation of those 
various types of organisations within this Programme. For example, a town twinning 



Europe for citizens - Programme Guide - version valid as of 01 January 2009 

conference addressing a social issue could benefit from the participation of local 
associations working in the field. A think tank could cooperate with a European NGO to 
implement new methods of citizens' participation. An association in charge of a memorial 
of the deportations could associate citizens from twinned towns to a commemoration. The 
potential of so called 'cross-fertilisation' is very important. Therefore, projects involving 
different kinds of organisations deserve special attention. 

Equal access to the Programme 

The principle of non-discrimination belongs to the Fundamental Rights of the European 
Union. Anti-discrimination is a core element of the Europe for Citizens Programme, 
targeted at all citizens. Projects should therefore be accessible to all European citizens, 
including legal residents without any form of discrimination on grounds of sex, racial or 
ethnic origin, religion or belief, disability, age and sexual orientation. 

Project promoters should pay due attention to the necessity of promoting equal 
opportunities for all, with a particular attention on equality between men and women and on 
senior citizens. 

The principle of equal access to the programme does not prohibit grants to be allocated to 
activities addressing primarily certain target groups (such as disabled people, young people, 
women, etc.). 

Gender balance 

The European Commission indeed actively promotes equal opportunities for all, and in 
particular equality between women and men. All Member States have decided to include 
the principle of equality between women and men (or 'gender equality') in all policies and 
actions at European Union level, particularly in the fields of education and culture. 

The Europe for Citizens Programme aims at reaching a balanced participation of men and 
women in the supported projects, not only globally, but also within each measure. At 
Programme level, this means that appropriate measures should be taken, as much as 
possible, to stimulate the interest and participation of the less represented gender in each 
measure. 

Intergenerational solidarity 

Demographic changes are one of the major challenges awaiting Europe in the coming years 
and present a risk for the cohesion of society. The objectives of this Programme can not be 
satisfactorily achieved if a large group of citizens, the seniors, is left aside. Project 
promoters are invited to reflect upon this issue in their project and to encourage the 
participation of senior citizens. Furthermore, those citizens have a specific role to play with 
regard to the transmission of the memory of the building of today's Europe. Therefore, 
special attention should be paid to promoting intergenerational exchanges and solidarity. 
Projects should endeavour to engage, as much as possible, all age groups into the proposed 
activities. 



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Visibility, valorisation and dissemination 

Visibility of the Programme 

All activities funded under the Europe for Citizens Programme have to contribute to 
promoting this Programme. Enhancing visibility of the Europe for Citizens Programme 
means for example that activities and products funded within the Programme must clearly 
mention that they have received Commission support (including through the use of 
European logos). Commission support should also be made clear in relations with the 
media. 

Project partners should make use of all opportunities to ensure appropriate media coverage 
(local, regional, national, international) for their activities, before and during their 
implementation. 

The objective is to ensure that all participants are aware of the fact that they are involved in 
a European Programme, but also to show to the wider public that the European Union is 
supporting a project of good quality, that interests them directly and that would not have 
taken place without this support. 

Visibility is mainly to be ensured while the project takes place. Therefore, it should be 
integrated in the planning of the project. 

The Commission will also develop cooperation with authorities of the participating 
countries for ensuring the visibility of this Programme. 

Valorisation and dissemination of results 

Valorisation can be defined as the process of disseminating and exploiting the results of 
projects with a view to optimising their value, strengthening their impact and making the 
largest possible number of European citizens benefit from them. 

This objective of valorisation has three consequences: 

• Mobilisation of the potential of the individual projects: 

Each project supported by this Programme should make the necessary efforts for ensuring 
its valorisation. Project promoters should carry out activities aimed at making the results of 
their projects more visible, better known and sustainable. For example, they could 
encourage appropriate media coverage. They could inform - or possibly involve- local, 
regional, national or European elected officials. They could also plan to produce material 
facilitating the dissemination and exploitation of results, like flyers, DVDs, websites, 
publications etc. Thanks to these activities, it means that the results of a project will 
continue to be used and have a positive effect on the largest possible number of citizens 
once the project has come to an end. By planning valorisation activities as part of their 
projects, promoters will increase the quality of their work and actively contribute to the 
overall impact of the Europe for citizens Programme. This aspect will be duly taken into 
account in the qualitative evaluation of the applications. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

• Structuring the Programme: 

This Programme has been designed for ensuring its greatest possible impact, for example 
through the setting of priorities, applicable to the whole Programme, or through the 
networking of organisations having gained experience in the same thematic area. The action 
'Together for Europe' has a specific role to play in this field. 

• Actions taken by the European Commission: 

The European Commission will analyse the situation of valorisation under this Programme 
and will then carry out various activities for strengthening this dimension and supporting 
project promoters in this respect. 



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Structure of the Europe for Citizens Programme 

In order to achieve its objectives, the Europe for Citizens Programme proposes four actions, 
divided into different measures. 



Action 1 - Active Citizens for Europe 

This action is directed specifically at activities involving citizens. These activities fall under 
two types of measures as follows: 

Town-twinning 

This measure is aimed at activities that involve or promote direct exchanges between 
European citizens through their participation in town-twinning activities and encourage 
networking and cooperation between twinned towns. 

Citizens' projects and support measures 

Under this measure, a variety of projects of a transnational and cross-sectoral dimension, 
directly involving citizens, can be supported. Those projects should gather citizens from 
different horizons, who will act together or debate on common European issues, at local 
and European level. Innovative methods enabling citizens' participation should be applied. 

In order to improve town-twinning and citizens' projects, support measures are being 
funded to exchange best practices, to pool experiences between stakeholders and to develop 
new skills. 



Action 2 - Active Civil Society in Europe 

This action is directed at civil society organisations and think tanks, who will receive either 
structural support on the basis of their work programme (operating grant) or support to 
transnational projects (action grant). This action is composed of three sets of measures. 

Structural support for European public policy research organisations (think-tanks) 

This measure is aimed at strengthening the institutional capacity of European public policy 
research organisations (think tanks), which are able to provide new ideas and reflections on 
European issues, on active European citizenship or on European values. 

Structural support for civil society organisations at European level 

This measure will provide civil society organisations of European dimension with the 
capacity and stability to develop their activities at European level. The purpose is to 
contribute to the emergence of a structured, coherent and active civil society at European 
level. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

Support for projects initiated by civil society organisations 

The aim of this measure is to support cooperation on concrete projects of civil society 
organisations from different participating countries. A variety of organisations, established 
at local, regional, national or European level, can be involved. 



Action 3 - Together for Europe 

This action aims at deepening the concept of 'active European citizenship' and at 
promoting its understanding all over Europe, therefore contributing to bringing Europe 
closer to its citizens, through three sets of measures. 

High-visibility events 

This measure will support events organised by the Commission, where appropriate in 
cooperation with the Member States or other relevant partners, which help to increase their 
sense of belonging to the same community and their commitment to the European project. 

Studies 

In order to get a better understanding of active citizenship at European level, the 
Commission will carry out studies, surveys and opinion polls. 

Information and dissemination tools 

Comprehensive information on the various activities of the Programme, on other European 
actions related to citizenship and on other relevant initiatives, will be provided through 
different dissemination tools. 



Action 4 - Active European Remembrance 

This action aims at preserving the main sites and archives associated with deportations and 
at commemorating the victims of Nazism and Stalinism, as a mean of moving beyond the 
past and building the future. 



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Section B 

Implementation of the Europe for Citizens 

Programme 



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Who implements the Europe for Citizens Programme? 



The European Commission 

The European Commission is ultimately responsible for the smooth running of the Europe 
for Citizens Programme. It manages the budget and sets priorities, targets and criteria for 
the Programme on an ongoing basis, after consultation of the Programme Committee. 
Furthermore, it guides and monitors the general implementation, follow-up and evaluation 
of the Programme at European level. 

The European Commission relies on an Executive Agency. 



The Education, Audiovisual and Culture Executive Agency 

The Education, Audiovisual and Culture Executive Agency (EACEA) established by 
decision 2005/56/EC of the European Commission of 14 January 2005 is responsible for 
the implementation of most of the actions of the Europe for Citizens Programme. It is in 
charge of the management of the complete life cycle of these projects. 

The EACEA is also in charge of the "Europe for Citizens Points" (PEC) that are responsible 
for ensuring targeted, effective grass-roots dissemination of practical information on the 
Programme implementation, its activities and funding possibilities. A list of "Europe for 
Citizens Points" (PEC) can be found in the EACEA website 

The Member States and other participating countries 

The EU Member States are involved in the implementation of the Europe for Citizens 
Programme, in particular through the Programme Committee, to which they appoint 
representatives. The Programme Committee is formally consulted on different aspects of 
the implementation of the Programme, for example on the proposed annual work plan, the 
selection criteria and procedures, the general balance between the various actions, etc. 
Other countries participating in the Programme also take part in the Programme Committee, 
as observers without voting right. 

The Member States and the other participating countries will also be involved in the 
diffusion of information and in the overall promotion of the Europe for Citizens 
Programme. Processes for ensuring, for example, diffusion of information on the 
Programme or for providing support to applicants could be set up progressively, respecting 
the specific situation of the different participating countries. 



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What budget is available? 

The Programme has an overall budget of 215 million euro for the seven years (2007-2013). 
The annual budget is subject to decision of the budgetary authorities. The following site 
enables you to follow the different steps of the adoption of the budget. This Programme is 
concerned with the budget line 15 06 66. 

http://ec.europa.eu/budget/documents/budget_current_year_en.htm#table-l_3 

The decision establishing the Programme specified that the overall breakdown between the 
different actions should be the following: 

• Action 1: at least 45% 

• Action 2: approximately 31% 

• Action 3: approximately 10% 

• Action 4: approximately 4%. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 



Who can participate in the Europe for Citizens Programme? 



Direct beneficiaries of grants 

The Programme is open to stakeholders promoting active European citizenship. 

The eligibility criteria applied to applicant organisations are defined in this guide 
specifically for each measure/submeasure. 



Target group 

The Programme is targeting 'European' citizens, which includes for the purpose of this 
Programme citizens of EU-Member States, citizens of other participating countries as well 
as legal residents in the participating countries. 



Europe for citizens - Programme Guide - version valid as of 01 January 2009 



Participating countries 

The Programme is open to the following 'participating countries': 

EU Member States 

The Programme is open to the Member States of the European Union, namely, the 
following countries: 



Austria 


Germany 


Netherlands 


Belgium 


Greece 


Poland 


Bulgaria 


Hungary 


Portugal 


Cyprus 


Ireland 


Romania 


Czech Republic 


Italy 


Slovak 
Republic 


Denmark 


Latvia 


Slovenia 


Estonia 


Lithuania 


Spain 


Finland 


Luxembourg 


Sweden 


France 


Malta 


United 
Kingdom 



Other participating countries 

The following country has joined the Programme and is therefore eligible to participate 
fully in all actions of the Programme: 



Croatia (as of November 
2007) 



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Potentially participating countries 

The Programme is potentially open to other countries, namely the EFTA countries which 
are parties to the EEA Agreement, the candidate countries and countries from the Western 
Balkans, provided that certain legal and financial obligations are fulfilled. 

The list below indicates those countries which have not yet joined the Programme but 
which could potentially, in the future, participate in the Programme: 



Participating countries of the European Free Trade Association (EFTA) which are 
members of the European Economic Area (EEA) 


Iceland Liechtenstein 


Norway 


Countries which are candidates for accession to the European Union 


The former Yugoslav Turkey 

Republic of Macedonia 

(FYROM) 


Countries from the Western Balkans 


Albania 

Montenegro 
Bosnia and Herzegovina 


Serbia 

Kosovo under United Nations 
Security Council Resolution 
1244 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 



General selection procedures 

All those promoters who intend to submit a project in order to receive financial support 
from the European Union under the Europe for Citizens' Programme, are invited to read 
carefully this chapter which is drafted in line with the provisions of the Financial 
Regulation applicable to the grants from the EU. 

To submit a Europe for citizens' project you must follow the steps described below: 



check that your project application complies with the Programme criteria 

check that your project application meets the General Rules and financial conditions 

fill in and submit your project application to the Executive Agency 



• Programme criteria 

Applications will be assessed against the following criteria: eligibility, exclusion, selection 
and award criteria. 

Eligibility criteria 

Applications will be checked to ensure that they fully comply with the eligibility criteria. If 
your project does not meet these criteria, it will be rejected without being further evaluated. 
Although some eligibility criteria are common to all Actions and Measures of the 
Programme, others apply only to specific Actions or Measures. 
The applicant must be a non-profit organisation. 

To be eligible, your project must meet all the eligibility criteria relating to the Action or 
Measure under which you apply. For details of the eligibility criteria for specific Actions or 
Measure, please consult Section C of this Guide. 

Exclusion criteria 

Applicants must state that they are not in any of the situations described in Articles 93 and 
94 of the Financial Regulation applicable to the general budget of the European 
Communities (Council Regulation (EC, Euratom) No 1605/2002) and set out below. 
Applicants will be excluded from participating in the Europe for citizens' Programme if 
they are in any of the following situations: 

■ they are bankrupt or being wound up, are having their affairs administered by the 
courts, have entered into an arrangement with creditors, have suspended business activities, 
are the subject of proceedings concerning those matters, or are in any analogous situation 
arising from a similar procedure provided for in national legislation or regulations 

■ they have been convicted of an offence concerning their professional conduct by a 
judgment which has the force of res judicata 

■ they have been guilty of grave professional misconduct proven by any means which 
the contracting authority can justify 

■ they have not fulfilled obligations relating to the payment of social security 
contributions or the payment of taxes in accordance with the legal provisions of the country 
in which they are established or with those of the country of the contracting authority or 
those of the country where the contract is to be performed 



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■ they have been the subject of a judgment which has the force of res judicata for fraud, 
corruption, involvement in a criminal organisation or any other illegal activity detrimental 
to the Communities' financial interests 

■ following another procurement procedure or grant award procedure financed by the 
Community budget, they have been declared to be in serious breach of contract for failure 
to comply with their contractual obligations. 

Applicants will not be granted financial assistance if, on the date of the grant award 
procedure, they: 

■ are subject to a conflict of interests 

■ are guilty of misrepresentation in supplying the information required by the 
contracting authority as a condition of participation in the grant award procedure, or fail to 
supply this information. 

In accordance with Articles from 93 to 96 of the Financial Regulation, administrative and 
financial penalties may be imposed on applicants who are guilty of misrepresentation or are 
found to have seriously failed to meet their contractual obligations under a previous 
contract award procedure. 

These exclusion criteria apply to all Actions and Measures of the 'Europe for Citizens' 
Programme. To comply with these provisions, applicants must sign a 'declaration on 
honour' certifying that they are not in any of the situations referred to in Articles 93 and 94 
of the Financial Regulation. This 'declaration on honour' constitutes a specific section of 
the application form. 

Selection criteria 

The selection criteria enable the Executive Agency to assess the applicant's financial and 

operational capacity to complete the proposed project. These selection criteria apply to all 

Actions and Measures of the Europe for citizens' Programme. 

Financial capacity means the applicant has stable and sufficient sources of funding to 

maintain its activity throughout the project. 

The verification of financial capacity does not apply to: 

- applicants introducing a grant request that does not exceed 25.000 euros 

- public bodies 

If the Executive Agency concludes that the required financial capacity - assessed on the 
basis of the documentation submitted - has not been proved or is not satisfactory, then they 
may: 

- ask for further information 

- require a bank guarantee 

- offer a grant agreement without pre-financing 

- reject the application. 

Operational capacity means the applicant must show that it has the necessary competencies 
and motivation to carry out the proposed project. This constitutes a specific section of the 
application form. 



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Award criteria 

The award criteria are indicators that allow the Executive Agency to evaluate the quality of 

projects submitted for grants. 

On the basis of these criteria, grants will be awarded to those projects which maximise the 

overall effectiveness of the Europe for citizens' Programme. 

The award criteria indicated in this Guide tell you exactly which elements will be taken into 

consideration in order to assess the quality of your project. 

For any Action or Measures, all award criteria are described in Section C of this Guide 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

General rules 
Financial rules 

As with all Community grants, financial contributions awarded under the Europe for 
Citizens Programme are subject to some rules deriving from the Financial Regulations 3 
applicable to the General Budget of the European Union, such as the General Conditions 
applicable to the subventions of the European Commission. Their application is 
compulsory. 

Specific or more detailed information can be found, if applicable, under each action 

Type of grants 

The Europe for Citizens Programme supports two types of grants: 

• grants for projects 

• grants for the operating budget of a body promoting active European citizenship 

Grant amount 

It should be noted that the amount granted by the grant agreement/decision is to be 
considered as a maximum which cannot be increased in any circumstances. 

The final amount is only granted after analysis of the final report and can be reduced on 
inspection of the actual implementation of the project (for example, the final grants based 
on fixed amounts are calculated on the basis of the actual number of participants and not on 
the foreseen number of participants). 

Non-profit 

Grants awarded must not have the purpose or the effect of producing a profit for the 
beneficiary. In practical terms this means that: 

• if the total receipts of a project are higher than the final total costs of the project, the 
Community grant will be reduced accordingly after the analysis of the final report. 



3 OJ L 248/ 16/9/2002: Council Regulation (EC, EURATOM) No 1605/2002 on the Financial Regulation applicable 
to the General Budget of the European Communities , amended by Council Regulation (EC, Euratom) No 1995/2006 
of 13 December 2006, Council Regulation (EC Euratom) No 1525/2007 of 17 December 2007 and corrected by 
Corrigendum OJ L 025, 30.1.2003 (1605/2002), OJ L099, 14.4.2007 (1605/2002), OJ L048, 22.2.2008 (1995/2006). 

- OJ L 357/ 31/12/2002 Commission Regulation ( EC, EURATOM) No 2342/2002 of 23 December 2002, laying 
down detailed rules for the implementation of the Council Regulation (EC, Euratom) No 1605/2002 on the Financial 
Regulation applicable to the general budget of the European Communities, amended by Commission Regulation 
(EC, Euratom), No 1261/2005 of 20.7.2005, Commission Regulation (EC, Euratom), No 1248/2006 of 7.8.2006 and 
Commission Regulation (EC, Euratom), No478/2007 of 23.4.2007 corrected by Corrigendum OJ L 345, 28.12.2005 
(2342/2002). 



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However, grants calculated on the basis of flat-rate amounts and scales of unit costs are not 
affected by this rule. 

• a surplus balance on the operating budget of a body in receipt of an operating grant is 
not allowed. 

Existence of a profit may bring about recovery of amounts previously paid. 

Cofinancing 

The grant cannot finance the entire costs of the project. Promoters must show their 
commitment to the project by finding financing sources other than the Community grant. 
This can be done, for example, by running fund-raising activities, by adding own resources, 
or by requesting grants from other organisations (e.g. local or regional authorities, 
foundations, etc.). Proof of cofinancing must be included in the final report. Grants 
calculated on the basis of flat-rate amounts and scales of unit costs are not affected by this 
rule. 

Voluntary work and other in-kind contributions are often important elements in projects 
initiated by organisations active in the field of this Programme. The applicants are invited 
to provide information on all in-kind contributions in the grant applications, because they 
are important elements to be taken into account in the qualitative and quantitative 
evaluation of the applications. However, the value of such contributions is not to be 
formally included as eligible expenditure in the project budget. 

No double-financing 

Each individual project is entitled to receive one, and only one, grant from the Community 
budget for the same activity. A beneficiary may be awarded only one operating grant per 
financial year. 

Projects or organisations which have applied or plan to apply for another Community grant 
under the Europe for Citizens Programme or under any other programme of the European 
institutions should indicate it clearly in their application and must inform the EACEA of the 
outcome of their parallel application. Projects which finally receive another Community 
grant are deemed ineligible. 

For certain actions and measures, stricter rules may be applied, which are described under 
the relevant section of this Programme Guide. 

Non-retroactivity 

No grant may be awarded retrospectively for projects already completed. 

A grant may be awarded for a project which has already begun only where the applicant can 
demonstrate the need to start the project before the agreement/decision has been signed. In 
such cases, expenditure eligible for financing may not have been incurred prior to the date 
of submission of the grant application. 

Starting the project before signing the agreement/decision is done at the risk of the 
organisation and does not make it more likely a grant will be awarded. 



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Guarantee 

The EACEA may require any organisation which has been awarded a grant to provide a 
guarantee first, in order to limit the financial risks linked to the prefinancing payment. 

This financial guarantee, in euro, shall be provided by an approved bank or financial 
institution established in one of the Member States of the European Union. 

At request of the beneficiary, that guarantee may be replaced by a joint and several 
guarantee by a third party or by the irrevocable and unconditional joint guarantee of the 
beneficiaries of an action who are parties to the same grant agreement/decision, after 
acceptance by the authorizing officer responsible. 

The guarantee shall be released as the pre-financing is gradually cleared against interim 
payments or payments of balances to the beneficiary, in accordance with the conditions laid 
down in the grant agreement/decision. 

This requirement does not apply to public bodies. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

Other rules 

Grant Decision and Grant Agreement 

When a project is approved, the beneficiary receives either a Grant Decision or a Grant 
Agreement depending on the specific action/measure and the place where it is legally 
established. 

The Grant Decision:^ a unilateral act awarding a subsidy to a beneficiary. Contrary to the 
Grant Agreement, the beneficiary does not have to sign the decision and can start the action 
immediately upon receipt. The decision will thus speed up the process 

The Grant Agreement must be signed by the beneficiary and returned to the Executive 
Agency immediately. The Executive Agency will be the last part to sign. 

A model of the Grant Decision and Grant Agreement can be found on the following 
website. 

http://eacea. ec. europa. ew 'citizenship/index _en. htm 

Subcontracting and award of procurement contract 

Without prejudice to the application of Directive 2004/18/EC, in those cases where the 
implementation of the project requires sub-contracting or the award of procurement 
contracts, beneficiaries of grants shall award the contract to the tender offering best value 
for money, that is to say, to the tender offering the best price-quality ratio, while taking care 
to avoid any conflict of interest. 

Where the implementation of the project requires the award of a procurement contract with 
a value of more than 60.000 euros, the Executive Agency may require beneficiaries to abide 
by special rules in addition to those referred to in the paragraph above. Those special rules 
shall be based on rules contained in the EC Financial Regulation and determined with due 
regard for the value of the contracts concerned, the relative size of the Community 
contribution in relation to the total cost of the project and the risk. 

If subcontracting is foreseen, the applicant must indicate, when introducing the grant 
application, which part(s) of the project will be subcontracted. 

Publicity 

Beneficiaries must clearly acknowledge the European Union's contribution in all 
publications or in conjunction with activities for which the grant is used. 

Furthermore, beneficiaries are required to give prominence to the name and logo of the 
European Union, the European Commission, and the 'Europe for Citizens' programme on 
all their publications, posters, programmes and other products realised under the cofinanced 
project. 

If this requirement is not fully complied with, the beneficiary's grant may be reduced. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

The logo of the European Union can be found on the following website: 
http://eacea. ec. europa. ew 'citizenship/index _en. htm 

Audits 

Selected projects may be subject to audits. The responsible person in the organisation will 
undertake, with his or her signature, to provide proof that the grant has been used correctly. 
The EACEA, the European Commission, and the Court of Auditors of the European 
Communities, or a body mandated by them, may check the use made of the grant, at any 
time during the term of the decision and during a period of five years following the last 
payment executed by the Agency. 

Data protection 

All personal data contained in the grant agreement shall be processed in accordance with: 

Regulation (EC) No 45/2001 of the European Parliament and of the Council on the 
protection of individuals with regard to the processing of personal data by the Community 
institutions and bodies and on the free movement of such data where applicable, the 
national legislation of the country where the application has been selected. 

These data will be processed solely in connection with the implementation and evaluation 
of the Programme, without prejudice to the possibility of transferring such data to the 
bodies responsible for inspection and audit in accordance with Community legislation 
(internal audit services, European Court of Auditors, Financial Irregularities Panel or to the 
European Anti-Fraud Office). 

Observance of deadlines 

If a project - after being approved - is postponed, so that it finishes later than the date 
specified in the Grant Decision/ Agreement, an official request has to be presented to the 
Executive Agency. It must explain the reasons for the delay and propose the modified 
timetable. The request will be analysed by the Agency and - if accepted - an amendment to 
the Decision/ Agreement will be sent to the Beneficiary. 

Furthermore, requests for an extension of the project greater than three months will not be 
accepted (with the exception of requests within Action 1.1 - Town Twinning citizens' 
Meetings) 

Requests have to be submitted at the latest two months before the end of the project, as 
established in the Decision /Agreement ((with the exception of requests within Action 1.1- 
Town Twinning citizens' Meetings) 

• Application forms 

The official application forms can be downloaded from the EACEA website 
http://eacea.ec.europa.eu/citizenship/index_en.htm 



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Section C 
Programme Actions 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 



Action 1 - Active Citizens for Europe 

What are the aims of the Action? 

This action is directed specifically at activities involving citizens, in line with the objectives 
of the Programme and in particular the following specific objective: bringing together 
people from local communities across Europe to share and exchange experiences, opinions 
and values, to learn from history and to build for the future. It encourages exchanges and 
debates among European citizens from different countries and through different means. 

This action is divided in two measures: 

• Town Twinning 

This measure consists in benefiting from the links established at local level 
between twinned municipalities for fostering exchanges and cooperation. 

• Citizens' projects and support measures 

This measure explores innovative methods of citizens' participation. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 



Measure 1 - Town Twinning 

Town twinning is a reality in today's Europe, as an important number of municipalities are 
linked to each other through town twinning agreements. Such partnership aims at 
encouraging cooperation between the towns and mutual understanding between their 
citizens. The Town twinning movement has developed after the Second World War, in 
parallel to the progress made by the European integration process. One of the major 
developments was the establishment of town twinning links between EU Member States 
and countries from Central or Eastern Europe after the fall of the Berlin Wall, anticipating 
and preparing their integration in the European Union. Currently town twinning represents 
a unique and dense network throughout Europe and beyond and therefore has a specific 
role to play with regard to the challenges of today's Europe, which are reflected in the 
objectives of this Programme. 

Town twinning relies upon the commitment of citizens, in collaboration with their local 
authorities and local associations. It is therefore both a sign of, and an incentive to active 
participation. It encourages exchanges of experiences on a variety of issues of European 
interest, and it provides unique opportunities to learn about the daily lives of citizens in 
other European countries. Thanks to the combination of those elements, town twinning has 
a real potential to enhance mutual understanding between citizens, fostering a sense of 
ownership of the European Union and developing a sense of European identity. 

In order to make the best possible use of this potential, it is necessary to provide an 
appropriate vehicle to the various actors involved in town twinning and to adapt to the 
variety of potential projects. This measure therefore covers the following two types of 
activity: 

• Town Twinning citizens' meetings 

• Networks of twinned towns 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

Measure 1.1. Town twinning citizens' meetings 
Specific objectives 

Town twinning citizens' meetings consist in bringing together a wide range of citizens 
from twinned towns, taking benefit of the partnership between the municipalities for 
strengthening mutual knowledge and understanding between citizens and between 
cultures. 

Those meetings should present the following features: 

• Commitment to European integration 

Town twinning citizens' meetings should reinforce the participants' commitment to 
European integration. In line with the objectives of the Programme and with its priority 
themes, this may be achieved for example through: 

• discussing the basic idea of the European Union, its future and its values; 

• learning about participation in the democratic life of the European Union; 

• sharing the experience of concrete benefits of European integration at the local or 
individual level (impact of EU policies in societies, people's well-being in Europe, 
etc.); 

• demonstrating solidarity and developing a feeling of belonging to the same community 
in Europe as a whole; 

• exchanging points of view and experiences in relation to the permanent and annual 
priority themes of the Programme; 

• sharing points of view, from a local perspective, on European history, in order to learn 
from the past and build the future. 

• experiencing cultural diversity and discovering common cultural heritage in Europe. 

• Active participation 

Town twinning citizens' meetings should be an experience of active civic participation 
at local level: it should encourage citizens to become more involved at European level, 
therefore contributing to the development of an active European citizenship. The 
meetings should thus be based on large local participation and on the active involvement 
of the participants in all activities. This can be achieved through: 

• involving the local community in the planning and implementation of the project (local 
associations, schools, volunteers, host families, etc.) 

• giving participants an active role; 

• Inter-cultural dialogue 

Town twinning citizens' meetings should be able to promote participation of each 
citizen in intercultural dialogue through the structured cooperation with civil society. 
European citizens should be aware of the importance of developing active European 
citizenship which is open to the world, respects cultural diversity and is based on the 
common values of the European Union. 



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Eligibility criteria 

The eligibility criteria specific to this measure are the following: 

Applicants 

• The applicant must be: 

- the municipality in which the meeting takes place or 

- a non profit organisation or a twinning committee with a legal status 
(legal personality) representing local authorities; 

• it must be established in a participating country; 

• A town can host a citizens' meeting only once in a year. 
Partnerships 

• Eligible project partners are 

- a municipality or 

- a non profit organisation or a twinning committee with a legal status 
(legal personality) located in the same municipality that it represents. 

• It must be established in a participating country; 

• The partners are either linked by twinning agreements or they are 
engaged to prepare such agreements (according to their declaration in the 
application form). 

• Only one bilateral project with the same partners can be granted in the 
same calendar year (except for projects preparing or signing a new 
twinning agreement). 

Number of partners 

• A project must involve municipalities from at least 2 participating 
countries, of which at least one is an EU Member State. 

Participants 

• A project must involve a minimum of 25 invited participants, with at least 
5 from each invited municipality. "Invited participants" are the 
international participants sent by the partner municipalities. 

• At least half of the participants should not be elected local government 
representatives or municipal officials 

Venue of the activities 

• The activities must take place in the same municipality that the applicant 
represents. 

Duration 

• Maximum duration of the meeting is 21 days. 

Programme 

• The timetable of the activities foreseen has to be described in the 
application 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

Eligible applications 

• The official application form has to be completed in full in one of the EU 
official languages and typed. Project proposals have to be submitted within 
the deadlines foreseen and start within the relevant eligible period (see 
below: When to apply?). 

Administrative documents 

The following documents need to be enclosed with the application form: 

• the declaration on honour, which is an integral part of the application form, 
completed and signed by the person authorised to enter into legally binding 
commitments on behalf of the applicant organisation, attesting their status 
as a legal entity and their financial and operational capacity to complete the 
proposed activities, and certifying that they are not in any of the situations 
listed in Articles 93 and 94 of the Financial Regulation; 

if the applicant is a non profit organisations or a twinning committee, proof 
that non-profit organisation or twinning committee acts on behalf of local 
authorities; 



• 



• 



the financial identification form (bank details), signed by the applicant and 
certified by the bank. The bank stamp and signature of its representative 
are not required if this form is accompanied by a copy of a bank statement. 
The signature of the account holder is obligatory in all cases. The model of 
the financial identification form is available at: 
http://ec.europa.eu/budget/execution/ftiers_en.htm 

the legal entity form, duly completed and signed. For twinning 
committees/associations the legal entity form must be accompanied by an 
official document attesting to the establishment of the twinning 
committee/association (articles of association, registration document 
indicating date and place of the registration, statute, etc.), together with any 
related up-dates or changes. Applicants which have a VAT number must 
send an official VAT document with their legal entities form. The model of 
the legal entity form is available at: 

http://ec.europa.eu/budget/execution/legal_entities_en.htm 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

Award criteria 

Eligible project proposals will be assessed against the qualitative and 
quantitative criteria described below. 

Qualitative criteria 

Qualitative criteria will represent 80% of the points available within the 
evaluation procedure. 

Relevance to the objectives and priorities of the Programme 

(25% of the points available) 

Projects should be relevant to: 

• General objectives of the Programme 

• Specific aims of the sub-action 

• Permanent and annual priorities of the Programme 

• Horizontal features of the Programme 

Meetings held in celebration of the Day of Europe (9 May) will be given 
particular attention. 

Pertinence of the project and methods proposed 

(25% of points available) 

• Quality of the project's framework (active involvement of all the promoters in 
the project; definition of the programme, quality of the evaluation phase) 

• Quality of the project's content and methodology (theme relevant to the group 
of participants; appropriate methodology applied; active involvement of 
participants and local community in the project; European dimension). 

Impact (15% of points available) 

• Impact of the project on the participants(i.e. how their knowledge on EU issues 
and their commitment to the EU integration has increased ), its multiplying 
effects. 

Visibility and Follow-up (15% of points available) 

• The quality of the project's reach (visibility of the project and of the Europe for 
Citizens' Programme', follow up, dissemination and exploitation of the results 
including at political level; concrete future action plans involving participating 
local and regional governments and their citizens). 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

Quantitative criteria 

Quantitative criteria will represent the 20% of points available within the 
evaluation procedure. 

• Geographical impact (10% of points available) 

• Number of countries involved; 

• Applicant applying for the first time; 

• Number of Member States which joined the EU after 1 May 2004 and Croatia. 

• Target Group (10% of points available) 

• number of participants involved - including disadvantaged people - gender 
balanced; 

• number of young people involved 



How to make a good project? 

Applicants will find below some hints for increasing the quality of the content of 
their proposed project. Because the project is evaluated on the basis of the 
information included in the application, it is very important that applicants 
present clear and complete documentation with a detailed, well structured and 
informative programme for the meeting. 

Some hints: 

• Pay attention to the objectives of the Programme, to its Priority themes, to 
the horizontal features and to the concept of this measure. 

• Prepare a clear and detailed presentation of the meeting' s programme. 

• Explain what will happen, what the role of the participants will be and 
what will be learnt. 

• Make sure that the programme foresees an active role for the participants. 

• Explain how the local community is involved in the meeting (during the 
preparation, during the actual meeting, during the possible follow-up). 

• Explain which kind of publicity and other visibility the meeting will get. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

When to apply? 

The deadlines for submitting applications for citizens' meetings will be as 
follows: 



Phase number: 


Deadline for submission: 


for meetings starting 
between: 


First phase 


1 September 


1 January - 30 September 

of the year after the deadline 


Second phase 


1 February 


1 June of the same year of the 
deadline - 28 February of the 

year after the deadline 


Third phase 


1 April 


1 August of the same year of 
the deadline — 30 April of the 

year after the deadline 


Fourth phase 


1 June 


1 October of the same year of 
the deadline — 30 June of the 

year after the deadline 



Where the deadline falls on a weekend or public holiday no extension will be 
granted and applicants must take this into account when planning the submission 
of their application. 



How to apply? 

Applications can be submitted: 

• using the on-line application form (Until further notice: A signed paper 
copy of your application form, together with all of the compulsory 
annexes fully completed, must also be sent to the Executive Agency at 
the address specified below, by the relevant deadline for submission of 
applications.); or 

• sent by post or by courier service to the address indicated below, for 
which purposes the relevant date is to be the date of dispatch by post, as 
evidenced by the postmark; or by the registered delivery receipt issued by 
the Postal Services/courier service; or 

• delivered by hand. No applications will be accepted by hand after 05.00 
p.m. on the stated deadline for submissions. 

EACEA 

Unit P7 Citizenship 

Applications - 'Town Twinning Citizens' Meetings' 

Avenue du Bourget, 1 (BOUR 01/25) 

B-1140 Brussels, Belgium 



Applications submitted by fax or directly by email will not be examined. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

How and when are the results communicated? 

Applicants should, in principle, be notified of the outcome of the selection 
procedure during the fourth month after the application deadline. 

The lists of selected projects will be published on the following website: 

http://eacea.ec.europa.eu/citizenship/index_en.htm 

Applicants whose applications have not been selected will be informed in 
writing. 

Successful applicants established in EU countries will be awarded a Grant 
Decision, while successful applicants established outside EU countries will 
receive a Grant Agreement. 

How is the activity financed? 



Calculation of grants 

The grants for town twinning citizens' meetings are targeted to co-finance the 
organisational costs of the host town (accommodation, meals, local transport, 
meeting rooms, etc.) and the travel expenses of the invited delegations. The 
grants are calculated based on flat rates and are not directly linked to any specific 
costs, which therefore do not have to be accounted for or justified. The grant 
calculation will be made as follows: 

• The grant for organisational costs is calculated by multiplying the number of 
participants from the invited municipalities, by the number of days of the 
meeting, and by a daily rate of the country in which the meeting takes place. The 
daily rates for different countries are published below at the end of this Measure. 
The weightings applied to the daily rate in different countries are calculated by 
the Statistical Office of the European Union (EUROSTAT) and reflect the cost 
of living for each country. 

• The grant for travel expenses is calculated for each invited delegation by 
multiplying the number of participants by the number of kilometers travelled 
(round trip distance travelled for return journey) and by a flat rate of €0.027/km/ 
participant. 

The maximum grant to be awarded is 22.000 euros per project. A maximum of 
40.000 euros per project can apply if at least 10 towns participate in the project. 

The minimum grant awarded is 2500 euros. 

Contractual conditions 

By submitting the grant application form the applicant organisation commits 
itself to all of the conditions specified in this section of the Programme Guide as 
well as the General rules of the Programme Guide. 



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Any changes to the planned activities must be submitted to the EACEA in 
writing for prior approval. The changes are not allowed to alter the main concept 
of the project. 

The EACEA attaches the utmost importance to sound administrative and 
financial management of projects. 

The beneficiary grants the EACEA and the Commission the right to make free 
use of the results of the action as it deems fit, provided it does not thereby breach 
its confidentiality obligations or existing industrial and intellectual property 
rights. 

Final report and payment procedures 

In the event of definitive approval of the application by the EACEA, a Grant 
Decision (if the beneficiary is established in a EU Member State) or a Grant 
Agreement (if the beneficiary is not established in a Member State) drawn up in 
euro and detailing the conditions and level of funding, will be sent to the 
beneficiary. 

No pre-financing will be paid. 

The grant will be paid to the beneficiary (host town) after submission to, and 
acceptance by, the EACEA of a payment request together with a report from the 
meeting and a list of participants certified by the beneficiary. 

The final report has to be submitted within two months following the end date of 
the project and must give a description of the results of the project as compared 
to the initial objectives. It must be accompanied by any publications or products 
created under the project. 

If the eligible costs - based on number of participants and days - actually 
incurred by the beneficiary during the project are lower than those anticipated, 
funding will be reduced proportionally. 

The final report form is available at 

http.V/eacea. ec. europa. ew 'citizenship/payment _en. htm 



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Fixed daily rates for eligible countries* 




Country of the organizing town 


Flat rate/day/person in EURO 


Austria 


16.63 


Belgium 


15.40 


Bulgaria 


11.40 


Cyprus 


13.86 


Czech Republic 


13.41 


Denmark 


21.05 


Estonia 


12.24 


Finland 


18.39 


France 


18.51 


Germany 


15.59 


Greece 


14.40 


Hungary 


13.60 


Ireland 


18.83 


Italy 


16.91 


Latvia 


12.00 


Lithuania 


12.10 


Luxembourg 


15.40 


Malta 


13.85 


Netherlands 


17.02 


Poland 


11.09 


Portugal 


14.14 


Romania 


7.67 


Slovakia 


14.00 


Slovenia 


13.00 


Spain 


15.49 


Sweden 


18.08 


United Kingdom 


21.98 


Croatia 


10.89 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

Measure 1.2. Networks of twinned towns 
Specific objectives 

Local authorities are regularly confronted with new issues and are involved in the 
implementation of a variety of policies, which are often linked to policy developments 
taken at European level. The networking between municipalities on issues of common 
interest appears to be an important means for enabling informed discussions and 
exchange of good practices. 

Twinning is a strong link that binds municipalities; therefore, the potential of the 
networks created by a series of town twinning links should be used for developing 
thematic and long-lasting cooperation between towns. 

The Commission supports the development of such networks, which are important for 
ensuring structured, intense and multifaceted cooperation, therefore contributing to 
maximizing the impact of the Programme. 

Promoters are expected to present projects which integrate a range of activities (such 
as citizens' meetings, expert workshops and conferences within the network) around 
the same subject. They are also expected to produce communication tools in the 
context of these events with the aim of promoting structured and sustainable thematic 
networking and disseminating the results of the actions. 

Activities should have a defined target group for which the selected theme is 
particularly relevant and involve community members active in the subject area 
(experts, local associations, citizens and citizens' groups directly affected by the 
theme, etc.). 

Those projects should serve as a basis for future initiatives and action between the 
towns involved, on the issues addressed or possibly on further issues of common 
interest. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

Eligibility criteria 

The eligibility criteria specific to this measure are the following: 

Applicants 

To be eligible the applicant must be 

• A municipality or 

• A local/regional authority or 

• A federation/association of local authorities, or 

• A non profit organisation or a twinning committee with a legal status 
(legal personality) representing local authorities 

It must be established in one of the countries participating to the Programme. 

Partnerships 

• Eligible project partners are municipalities, local/regional authorities, 
federations/associations of local authorities and non-profit organisations 
or twinning committees representing local authorities located in the 
participating countries. 

• At least 2 municipalities participating to the project are either linked by 
a twinning agreement or are engaged to prepare 

Number of Partners 

• A project must involve municipalities from at least 4 participating 
countries, of which at least one is an EU Member State. 

Participants 

• A project must involve a minimum of 30 invited participants. "Invited 
participants" are the international participants sent by the partner 
municipalities. 

• at least 30% of the participants of each event must come from eligible 
countries other than the country that host the event. 

Venue(s) of the activities 

• The activities must take place in one of the partner countries participating 
to the project. 

Duration 

• Maximum project duration is 24 months. 

• Maximum duration of each event is 21 days. 
Activities 

• At least 3 events per project have to be foreseen. 
Programme 

• The timetable of the activities foreseen has to be described in the 
application 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

Eligible applications 

• The official application form has to be completed in full in one of the 
EU official languages and typed. Project proposals have to be submitted 
within the deadlines foreseen and start within the relevant eligible period 
(see below: When to apply?). 

Administrative documents 

The following documents need to be attached to the application form: 



the declaration on honour, which is an integral part of the application 
form, completed and signed by the person authorised to enter into 
legally binding commitments on behalf of the applicant organisation, 
attesting their status as a legal entity and their financial and 
operational capacity to complete the proposed activities, and 
certifying that they are not in any of the situations listed in Articles 
93 and 94 of the Financial Regulation; 

if the applicant is a non profit organisation or a twinning committee, 
proof that non-profit organisations and twinning committees act on 
behalf of local authorities; 

the financial identification form (bank details), signed by the 
applicant and certified by the bank. The bank stamp and signature of 
its representative are not required if this form is accompanied by a 
copy of a bank statement. The signature of the account holder is 
obligatory in all cases. The financial identification form is available 
at: http://ec.europa.eu/budget/execution/ftiers_en.htm 

the legal entity form, duly completed and signed. For twinning 
committees/ non-profit associations the legal entity form must be 
accompanied by an official document attesting to the establishment of 
the twinning committee/association (articles of association, 
registration document indicating date and place of the registration, 
statute, etc.), together with any related up-dates or changes. 
Applicants which have a VAT number must send an official VAT 
document with their legal entities form. The model of the legal entity 
form is available at: 

http://ec.europa.eu/budget/execution/legal_entities_en.htm 

if the requested grant is higher than 25.000 euro, applicants that are 
not public bodies must submit with their application the official profit 
and loss account and balance sheet of the organisation for the last 
financial year for which the accounts have been closed. In such case, 
a financial capacity form has also to be filled in. It is available at: 
http://eacea.ec.europa.eu/citizenship/index_en.htm 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 
Award criteria 

The eligible project proposals will be assessed against the qualitative and 
quantitative criteria described below. The criteria are defined as follows: 

Qualitative criteria 

Qualitative criteria will represent 80% of the points available within the 
evaluation procedure. 

• Relevance of the project to the objectives and priorities of the Programme 

(25 % of points available) 

Projects should be relevant to: 

• General objectives of the Programme 

• Specific objective of the Measure 

• Permanent and annual priorities of the Programme 

• Horizontal features of the Programme 

• Pertinence of the project and methods proposed (25 % of points available) 

• Quality of the project's framework (active involvement of all the promoters in 
the project; quality of the cooperation amongst the partners; definition of the 
programme, quality of the evaluation phase; cooperation with civil society 
organisations - non profit making organisations - as indicated in Action 2). 

• Quality of the project's content and methodology (theme relevant to the 
Programme of common interest for the group of participants; appropriate 
methodology applied; active involvement of participants in the project; 
European dimension). 

• Impact ( 1 5 % of points available) 

• Impact of the project on the participants and the network; its multiplying 
effects. 

• Visibility and Follow-up (15% of points available) 

• The quality of the project's reach (visibility of the project and of the Europe 
for Citizens' Programme', follow up, dissemination and exploitation of the 
results including at political level; concrete future action plans involving 
participating local and regional governments and their citizens). 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 
Quantitative criteria 

Quantitative criteria will represent 20% of the points available within the 
evaluation procedure. 

• Geographical impact (10% of points available) 

• Number of countries involved; 

• Number of Member States which joined the EU after 1 May 2004, and 
Croatia. 

• Target Group (10% of points available) 

• number of participants involved - including disadvantaged people - gender 
balanced 

• number of young people involved 



How to make a good project? 

Applicants will find below some hints for increasing the quality of the content 
of their proposed project. Because the project is evaluated on the basis of the 
information included in the application, it is very important that applicants 
present clear and complete documentation with a detailed, well structured and 
informative programme for the conference. 

Some hints: 

• prepare a clear and detailed presentation of each event scheduled; 

• explain the impact of the events to the future cooperation between the 
involved towns 

• use various methods of implementation of the programme (lectures, 
debates, discussions, workshops); 

• focus on the informative and educational value of the content of the 
programme; 

• discuss European policies and their implementation at the local level, the 
construction and future of the European Union; 

• prepare an action that encourages debate and exchange of experience 
between the participating towns; 

• invite local experts (as speakers or participants) specialised in thematic 
fields chosen for the theme of the event. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 
When to apply? 

The deadlines for submitting applications for networks of twinned towns will 
be as follows: 



Phase number: 


Deadline for submission: 


for projects starting between: 


First phase 


1 February 


1 June - 30 December 

of the same year as the deadline 


Second phase 


1 September 


1 January - 30 May 

of the year after the deadline 



Where the deadline falls on a weekend or public holiday no extension will be 
granted and applicants must take this into account when planning the 
submission of their application. 



How to apply? 

Applications can be submitted: 

• sent by post or by courier service to the address indicated below, for 
which purposes the relevant date is to be the date of dispatch by post, as 
evidenced by the postmark; or by the registered delivery receipt issued 
by the Postal Services/courier service; or 

• delivered by hand. No applications will be accepted by hand after 05.00 
p.m. on the stated deadline for submissions. 

EACEA 

Unit P7 Citizenship 

Applications - 'Networks of Twinned Towns' 

Avenue du Bourget, 1 (BOUR 01/25) 

B-1140 Brussels, Belgium 



Applications submitted by fax or directly by email will not be examined. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 
How and when are the results communicated? 

Applicants should be notified of the outcome of the selection procedure during 
the fourth month after the application deadline. 

The lists of selected projects will be published on the following website: 

http://eacea.ec.europa.eu/citizenship/index_en.htm 

Applicants whose applications have not been selected will be informed in 
writing. 

Successful applicants established in EU countries will be awarded a Grant 
Decision, while successful applicants established outside EU countries will 
receive a Grant Agreement. 

How is the activity financed? 

Maximum amount eligible for a project within this measure is 150.000 euros. 

The minimum amount eligible is 10.000 euros. 

The system for calculating the grant based on flat rates and lump sums was 
introduced to simplify the management both for the EACEA and for the 
beneficiaries. This system will be evaluated on the basis of its results and may 
be developed or modified. 

Calculation of grants 

The grant for projects of networks of twinned towns is mainly calculated on the 
basis of the number of participants in the events per number of days. A lump 
sum may be added to this grant amount, provided that communication tools 
are also being produced. Coordination costs can also be requested. 

The grant is calculated based on flat rates and is not directly linked to any 
specific costs, which therefore do not have to be accounted for or justified. 

Detailed grant calculation for each event is requested. 

The calculation of the total grant requested is obtained by combining: 

- the total amounts requested for each 'event' ; 

- the amount requested for 'communication tools', if any; 

- and the amount requested for coordination costs, if any. 

The grant calculation of each event has to be made as follows: 

• Different flat rates are applied for the participants depending upon whether 
a participant is defined as local or international, and depending upon the 
location of the event. The table below gives full details of the flat rates. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

• A local participant is a person who resides in the country where the event 
takes place. The local flat rate as indicated below is applied in this case. 

• An international participant is a person who resides in a country eligible for 
the programme which is not the country where the event takes place. The 
international flat rate as indicated below is applied in this case. 

• A maximum of 400 days of participation ( 1 person attending the event for 
one day = one day of participation) are taking in consideration for the grant 
calculation. 

The grant calculation of 'communication tools' has to be made as follows: 
There are three types of 'communication tools' which can be granted: 

• Publications 

• DVD or CD-ROM production 

• Website 

The flat-rate grant for each of the above three types of 'communication tool' is 
€1,500.00. The same rate applies to all countries. 

Beneficiaries may receive a grant for a maximum of three different 
'communication tools' (i.e.no two products of the same type). Accordingly 
the maximum total fixed-rate grant under the heading of 'communication tools' 
is €4,500.00. 

Co-ordination costs 

Coordination costs are calculated on the basis of a flat rate of 500 euro per year 
and per partner. A maximum of 15.000 euro per project will be awarded under 
this item. 

Contractual conditions 

By submitting the grant application form the applicant organisation commits 
itself to all of the conditions specified in this section of the Programme Guide 
as well as the General rules of the Programme Guide. 

Any changes to the planned activities must be submitted to the EACEA at the 
latest two months before the end of the project as stated in the 
Decision/Agreement, in writing for prior approval. The changes are not 
allowed to alter the main concept of the project. 

The EACEA attaches the utmost importance to sound administrative and 
financial management of projects. 

The beneficiary grants the EACEA and the Commission the right to make free 
use of the results of the action as it deems fit, provided it does not thereby 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

breach its confidentiality obligations or existing industrial and intellectual 
property rights. 

Final report and payment procedures 

In the event of definitive approval of the application by the EACEA, a Grant 
Decision (if the beneficiary is established in a EU Member State) or a Grant 
Agreement (if the beneficiary is not established in a Member State) drawn up 
in euro and detailing the conditions and level of funding, will be sent to the 
beneficiary. 

In case of Decision the beneficiary needs to confirm its intention to implement 
the project, by written notice, in order to receive a pre-financing payment 
equivalent to 50% of the total grant. If written confirmation is not received by 
the EACEA a single payment will be made based upon the final report. 

In case of Grant Agreement, the beneficiary needs to sign and to return the 
agreement to the EACEA. The Executive Agency will be the last part to sign. 
A pre-financing payment will be done within 45 days following the date when 
the EACEA signs the Agreement. 

The pre-financing is aimed at providing cash flow to the beneficiary. The 
Executive Agency may require any beneficiary which has been awarded a 
grant to furnish a guarantee in advance, in order to limit the financial risks 
linked to pre-financing payment. In such case the pre-financing payment is 
conditioned by the reception of the guarantee. 

The grant will be paid to the beneficiary after submission to, and acceptance by 
the EACEA of a payment request included in the final report form. 

The final report has to be submitted within two months following the end date 
of the project (official final report forms are available on the websites of 
Executive Agency at http://eacea.ec.europa.eu/citizenship/index_en.htm) and 
must give a description of the results of the project as compared to the initial 
objectives. It must be accompanied by any publications or products created 
within the project. 

If the eligible costs - based on number of participants and days - actually 
incurred by the beneficiary during the project are lower than those anticipated, 
funding will be reduced proportionally. 

Beneficiaries undertake to implement projects as submitted in the grant 
application at the latest 2 months before the end of the project as established in 
the Decision/ Agreement. Prior agreement of the EACEA must be obtained for 
any amendment to the project. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 



Venue of the event 


Flat rate 

per local participants per 
day 


Flat rate 

per international 
participants per day 


Belgium 


€54.23 


€84.02 


Bulgaria 


€15.70 


€24.33 


Czech Republic 


€34.95 


€54.14 


Denmark 


€56.21 


€87.08 


Germany 


€50.60 


€78.40 


Estonia 


€29.85 


€46.24 


Greece 


€38.99 


€60.40 


Spain 


€45.00 


€69.72 


France 


€49.27 


€76.33 


Ireland 


€63.92 


€99.03 


Italy 


€45.64 


€70.71 


Cyprus 


€40.55 


€62.82 


Latvia 


€24.02 


€37.21 


Lithuania 


€25.26 


€39.13 


Luxembourg 


€64.38 


€99.74 


Hungary 


€29.21 


€45.25 


Malta 


€32.01 


€49.58 


Netherlands 


€57.91 


€89.71 


Austria 


€56.57 


€87.64 


Poland 


€23.47 


€36.35 


Portugal 


€32.05 


€49.66 


Romania 


€16.44 


€25.47 


Slovenia 


€38.39 


€59.47 


Slovakia 


€27.28 


€42.26 



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Venue of the event 


Flat rate 

per local participants per 
day 


Flat rate 

per international 
participants per day 


Finland 


€51.94 


€80.46 


Sweden 


€53.27 


€82.52 


United Kingdom 


€53.82 


€83.38 


Croatia 


€22.50 


€34.86 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 



Measure 2 - Citizens' projects and support measures 



Measure 2.1 Citizens' projects 

Specific Objectives 

A major challenge of the European Union today is to bridge the gap between the European 
citizens and the European institutions. In this framework this measure aims at exploring 
innovative methodologies and approaches to encourage citizens' active participation at 
European level and to stimulate the dialogue between European citizens and European 
institutions. This measure is built on the basis of the Pilot Action of 'Citizens' Projects', run by 
the European Commission in 2006-2007, which proved to be successful. This experience 
proved also that a thematic approach in this type of projects is needed to better use the 
potentials of those activities and assure interaction with the decision makers. 

Under this measure, a variety of projects of a trans-national and cross sector dimension, 
directly involving citizens, will be supported. Priority is given to projects aimed at 
encouraging local level participation. 

In particular, this measure aims at supporting citizens' projects which enable to: 

a) collect the opinion of citizens on some key European challenges for the future; 

b) explore new methodologies capable of promoting active interaction and discussion 
between citizens on matters related to EU policies that affect their daily life; 

c) create mechanisms that allow European citizens to develop civic competences, to 
formulate their views and opinions on the European integration process in the form of 
recommendations for policy makers at European level; 

d) encourage the dialogue between European citizens and the institutions of the EU, 
empowering citizens as regards EU policies and their impact, and ensuring appropriate 
follow up of citizens' opinions by the EU institutions. 

Those objectives can be reached using different formats and different methodological 
approaches. The formula of 'citizens' panel' is a valid option. 

A real bottom up approach in the preparation and implementation of the project has to be 
encouraged and the citizens participating to such projects should be able to formulate 
recommendations that could be fed into the policy process at European level. 

The citizens' recommendations resulting from these processes represent valuable inputs for 
the European Commission, because they are different and additional to the kinds of inputs 
that the Commission receives through the conventional consultation channels. 

The Directorate General for Education and Culture is willing to play its part by being a 
receptive interlocutor and a real partner for the organisations involved in the organisation of 
citizens' panels. Therefore this Directorate General undertakes to provide information and 
expertise on the themes chosen by the selected projects, to facilitate access to other European 
experts and to give appropriate follow up to the citizens' recommendations resulting from the 
project. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 
Eligibility criteria 

The eligibility criteria specific to this measure are the following: 

Applicants 

The applicant must be 

- a local authority, or 

- a non profit organisation of the civil society with a legal status (legal 
personality) 

It must be established in one of the countries participating to the Programme. 

Partnerships 

Eligible projects partners are public bodies or non-profit organisation located in 
the participating countries. 

Number of Partners 

A project must involve at least 5 participating countries, of which at least one is 
an EU Member State. 

Number of Participants 

• A project must involve at least 200 participants 

• At least 20% of the participants of the project must come from countries 
other than the country that hosts the event. 

Venue of the activities 

The activities must take place in any of the countries participating to the 
Programme (see Section B "Participating countries"). 

Duration 

Maximum project duration is 12 months. 

Programme 

An action plan indicating the main activities, its timetable and expected 
achievements throughout the duration of the project has to be detailed in the 
application. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

Eligible applications 

The official application form has to be completed in full in one of the EU 
official languages and typed. Project proposals have to be submitted within the 
deadlines foreseen and start within the relevant eligible period (see below: When to 
apply?). The official application form is available at: 

http://eacea. ec. europa. ew 'citizenship/index _en. htm 
Administrative documents 

The following documents need to be enclosed with the application form: 

• the declaration on honour, which is an integral part of the application form, completed 
and signed by the person authorised to enter into legally binding commitments on behalf 
of the applicant organisation, attesting their status as a legal entity and their financial 
and operational capacity to complete the proposed activities, and certifying that they are 
not in any of the situations listed in Articles 93 and 94 of the Financial Regulation; 

• the financial identification form (bank details), signed by the applicant and certified by 
the bank. The bank stamp and signature of its representative are not required if this form 
is accompanied by a copy of a bank statement. The signature of the account holder is 
obligatory in all cases. The financial identification form is available at: 
http://ec.europa.eu/budget/execution/ftiers_en.htm 

• the legal entity form, duly completed and signed. For non profit organisations the legal 
entity form must be accompanied by an official document attesting to the establishment 
of the organisations (articles of association, registration document indicating date and 
place of the registration, statute, etc.), together with any related up-dates or changes. 
Applicants which have a VAT number must send an official VAT document with their 
legal entities form. The legal entity form is available at: 
http://ec.europa.eu/budget/execution/legal_entities_en.htm 

• if the requested grant is higher than 25.000 euro, applicants that are not public bodies 
must submit with their application the official profit and loss account and balance sheet 
of the organisation for the last financial year for which the accounts have been closed. In 
such case, a financial capacity form has also to be filled in. It is available at: 
http://eacea.ec.europa.eu/citizenship/index_en.htm 

• the Curriculum Vitae of the responsible of the project implementation. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 
Award criteria 



Eligible project proposals will be assessed against the qualitative and quantitative criteria 
described below: 

Qualitative criteria 

Qualitative criteria will represent 80% of the points available within the 
evaluation procedure. 



• 



Relevance of the project to the objectives and priorities of the Programme (25 % 

of points available) 

Projects should be relevant to: 

• General objectives of the Programme 

• Specific objective of the Measure 

• Permanent and annual priorities of the Programme 

• Horizontal features of the Programme 

• Pertinence of the project and methods proposed (25 % of the points available) 

• Quality of project's framework (active involvement of all the promoters in the 
project; quality of the cooperation among the partners; definition of the programme; 
cooperation with civil society organisations - non profit making organisations - as 
indicated in Action 2). 

• Quality of project's content and methodology (appropriate methodology applied 
relevant for the target group chosen and the typology of activities proposed; European 
dimension). 

• Impact (15% of the points available) 

• Impact of the project on the participants, its multiplying effects 

• Visibility and Follow-up (15% of the points available) 

• The quality of the project's reach (visibility of the project and of the Programme, 
development of new citizens' actions as follow up, contribution to the development of 
European policies,etc; dissemination and exploitation of the results including at 
political level; concrete future action plans involving participating local and regional 
governments and their citizens) 

Quantitative criteria 

Quantitative criteria will represent the 20% of points available within the evaluation 
procedure. 

• Geographical impact ( 10% of the points available) 

• Number of countries involved; 

• Number of organisations involved; 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 

• Target Group ( 10% of the points available) 

• number of participants involved ; 

• number of people indirectly reached by the project. 



How to make a good project? 

Applicants will find below some hints for increasing the quality of the content of their 
proposed project. Due to the fact that the project is evaluated on the basis of the information 
included in the application, it is very important that applicants present clear and complete 
documentation with a detailed, well structured and informative programme for the meeting. 

Some hints: 

• Selection of participants 

The project application should explain the method for selecting the citizens who will 
participate in the panel (random selection, on the basis of pre-established criteria). Special 
attention should be paid to involving ordinary citizens of different demographic, social and 
professional backgrounds and to involving citizens' who would not have spontaneously 
participated in projects of a European nature. 

• Opinion building 

The project application should explain the methods for guiding the process of building 
individual and collective opinions. Skilled moderation should be provided in order to 
facilitate the debate, pay attention to minority opinions and encourage everybody's 
participation. 

• Quality of the information 

The project application should explain how the participants will receive information on the 
selected theme(s). The project promoter should ensure that the information provided to 
participants is balanced and that the different sensitivities regarding the issue are present A 
bottom-up approach should be encouraged regarding the selection of the sources of 
information. 

• Examples available 

Further information on some projects approved during the Pilot Action can be found at 

http://www.citizenspanel.eu/index.php?lang = en . 

When to apply? 

The deadlines for submitting applications for 'Citizens' Projects' will be as follows: 



Deadline for submission: 


For projects starting between: 


1 June 


1 December of the same year of the deadline and 
28 February of the year after the deadline 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 
How to apply? 

Applications can be submitted in one of the following ways: 

• sent by post or by courier service to the address indicated below, for which purposes 
the relevant date is to be the date of dispatch by post, as evidenced by the postmark; or by the 
registered delivery receipt issued by the Postal Services/courier service; or 

• delivered by hand. No applications will be accepted by hand after 05.00 p.m. on the 
stated deadline for submissions. 

EACEA 

Unit P7 Citizenship 

Applications - 'Citizens' projects' 

Avenue du Bourget, 1 (BOUR 01/25) 

B-1140 Brussels, Belgium 

Applications submitted by fax or directly by email will not be examined. 

How and when are the results communicated? 

Applicants should be notified of the outcome of the selection procedure during the forth 
month after the application deadline. 

The lists of selected projects will be published on the following website: 

http://eacea.ec.europa.eu/citizenship/index_en.htm 

Applicants whose applications have not been selected will be informed in writing. 

Successful applicants established in EU countries will be awarded a Grant Decision, while 
successful applicants established outside EU countries will receive a Grant Agreement. 

How is the activity financed? 

The amount of the grant will be calculated on the basis of a balanced, detailed forecast 
budget, expressed in euro and submitted using the table provided with the application form. 

The grant may not exceed a maximum rate of 60% of eligible costs of the action concerned. 
Accordingly, at least 40% of the total estimated eligible expenses must come from sources 
other than the European Union budget. Under no circumstances will the amount awarded 
exceed the amount applied for. 

Maximum grant eligible for a project within this measure is 250.000 euros. 
The minimum grant awarded will be € 100.000 euros. 



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Applications must include a detailed forecast budget expressed in euro. Applicants not 
established in the euro zone must use exchange rates published in the Official Journal of the 
European Union, series C, on 1 June prior to submission of the grant application. 

The forecast budget must be balanced - i.e. total estimated expenses must equal total expected 
sources of financing (total expenses = total revenue) from all sources (including the 
application for a Community grant). The forecast budget must clearly show all eligible 
expenses. 

The applicant must indicate the sources and amounts of all other finance received or requested 
during the same financial year for the same project or for any other project and activity. 

The beneficiary's bank account (and/or sub-account) must make it possible to identify sums 
paid by the EACEA. 

In the event of final approval of the application by the EACEA, a grant decision/agreement, 
drawn up in euro and setting out the conditions and level of financing, will be made by the 
EACEA and sent to the applicant in writing. 

Final report and payment procedures 

In the event of definitive approval of the application by the EACEA, a Grant Decision (if the 
beneficiary is established in a EU Member State) or a Grant Agreement (if the beneficiary is 
not established in a Member State) drawn up in euro and detailing the conditions and level of 
funding, will be sent to the beneficiary. 

In case of Decision the beneficiary needs to confirm its intention to implement the project, by 
written notice, in order to receive a pre-financing payment equivalent to 50% of the total 
grant. If written confirmation is not received by the EACEA a single payment will be made 
based upon the final report. 

In case of Grant Agreement, the beneficiary needs to sign and to return the agreement to the 
EACEA. The Executive Agency will be the last part to sign. A pre-financing payment will be 
done within 45 days following the date when the EACEA signs the Agreement. 

The pre-financing is aimed at providing cash flow to the beneficiary. The Executive Agency 
may require any beneficiary which has been awarded a grant to furnish a guarantee in 
advance, in order to limit the financial risks linked to pre-financing payment. In such case the 
pre-financing payment is conditioned by the reception of the guarantee. 

The grant will be paid to the beneficiary after submission to, and acceptance by the EACEA 
of a payment request included in the final report form. 

The final report has to be submitted within two months following the end date of the project 
(official final report forms are available on the websites of Executive Agency at 
http://eacea.ec.europa.eu/citizenship/index_en.htm) and must give a description of the results 
of the project as compared to the initial objectives. It must be accompanied by any 
publications or products created within the project. 



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If total actual eligible expenses of the project are less than the total estimated eligible 
expenses, the EACEA will reduce its grant accordingly. The beneficiary will be required to 
reimburse sums already paid by the EACEA in excess of the amount due. 

Beneficiaries undertake to implement projects as submitted in the grant application. Prior 
agreement of the EACEA must be obtained for any amendment to the project. 

Eligible costs of the project 

In order to be eligible under this measure, costs must: 

- be necessary for the implementation of the project, be included in the provisional budget 
attached to the agreement and be consistent with the principles of sound financial 
management, in particular in terms of value for money and cost-effectiveness; 

- be incurred during the lifetime of the project by the beneficiary as defined in the agreement; 

- actually be incurred by the beneficiary, be recorded in the beneficiary's accounts in 
accordance with applicable accounting principles and be declared in accordance with the 
requirements of the applicable tax and social security legislation; 

- be identifiable and verifiable, and be backed up by original supporting documents. 

The beneficiary's internal accounting and auditing procedures must permit direct 
reconciliation of the costs and revenue declared in respect of the action with the 
corresponding financial statements and supporting documents. 

Eligible direct costs: 

Eligible direct costs for the project are those costs that, with due regard for the eligibility 
conditions set out in the previous paragraph, can be identified as specific costs with a direct 
link to the project's realisation and directly chargeable to it. In particular, the following direct 
costs are eligible: 

- costs for personnel assigned to the project, comprising actual salaries plus social security 
contributions and other statutory costs included in their remuneration, provided that these 
costs do not exceed the average rates corresponding to the usual remuneration policy of the 
beneficiary. The salaries of public sector employees are only eligible if they are paid for or 
reimbursed by the beneficiary, and the employees concerned are directly and exclusively 
working on the project. If they are only working partially on the project, then only the 
relevant percentage is eligible. The fact that these staff are working on the project must be 
proved by secondment agreements, job descriptions, time sheets or other means. 
Personnel costs may not exceed 20% of the total direct eligible costs set down in the 
estimated budget submitted by the applicant. 

- travelling and subsistence expenses. Subsistence allowances and accommodation costs may 
not exceed the per diem scales available on the following website: 
http://eacea. ec. europa. eu/citizenship/index_en. htm 

- costs related to: 

* information, production, communication and dissemination; 

* the organisation of training, information, and dissemination events; 



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* costs arising directly from requirements imposed by the grant agreement, including the cost 
of financial guarantees. 

- purchase cost of equipment (new or second-hand), provided that it is written off in 
accordance with the tax and accounting rules applicable to the beneficiary and generally 
accepted for items of the same kind. Only the portion of the equipment's depreciation 
corresponding to the duration of the project and the rate of actual use for the purposes of the 
action may be taken into account by the Agency, except where the nature and/or the context 
of its use justifies different treatment by the Agency. 

Eligible indirect costs (administrative costs) 

A flat-rate amount (indirect costs), not exceeding 7% of the eligible direct costs of the action, 
representing the beneficiary's general administrative costs which can be regarded as 
chargeable to the project. 

Indirect costs may not include costs entered under another budget heading. 

Indirect costs are not eligible where the beneficiary is already in receipt of an operating grant 
from a Community institution or body. 

Ineligible costs 

The following costs are ineligible in the context of this measure: 
return on capital or invested capital costs; 
debt and debt service charges; 
provisions for losses or liabilities; 
interest owed; 
doubtful debts; 
exchange losses; 

VAT, unless the beneficiary can show that he/she/it is unable to recover it; 
costs declared by the beneficiary and covered by another action or work programme 
receiving a Community grant; 
excessive or reckless expenditure; 

substitution costs for replacing persons involved in the project; 

expenses for travel to or from countries other than those participating in the 
programme, unless explicit prior authorisation is granted by the EACEA; 
ongoing operational, depreciation and equipment costs; 
charges for financial services (except financial guarantees); 
voluntary work and other in-kind contributions. 



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Measure 2.2. Support measures 
Specific Objectives 

This measure is a tool to develop the quality of projects submitted within Action 1 "Active 
Citizens for Europe". It also supports the exchange of experiences, expertise and good 
practice, as well as activities which may lead to the establishment of long-lasting partnerships 
and networks. 

A large number of municipalities across Europe are involved and participate in town twinning 
activities. As a pan-European movement, town twinning has however an important unused 
potential. This measure is targeted to associations and federations of local authorities and 
other actors who has expertise and experience on town twinning and who can reach a 
significant number of municipalities. 

Related to the process of town twinning and networking of twinned towns, organisations 
might need advice for partner searching, fund-raising issues, involving relevant stakeholders 
and local organisations, exchanging best practices, etc. 

Support measures my also help promoters on how to handle the priority themes such as active 
European Citizenship, or inter-cultural dialogue, in their own local framework. 

Support measures addressing the above mentioned needs are expected to: 

• promote the concept of town twinning; 

• start, revitalise, and develop town twinning relationships; 

• improve the quality of the activities within existing twinning relationships, especially 
by means of developing thematic cooperation; 

• develop new skills amongst those who are responsible for twinning activities at a local 
level. 

They should seek to reach a large number of municipalities and will therefore have an 
important multiplier effect. 



Support measures may take a variety of forms, such as: 

• Consultancy to provide practical advice for preparing and running good quality 
projects (from application procedures to internal evaluation of projects). 

• Training sessions which enable those responsible for town twinning activities to 
develop their knowledge of the concept and practice of town twinning, and to better 
understand and work within the European context. 

• National or trans-national events promoting the concept of town twinning amongst 
local authorities 

• Tools facilitating partner search and networking as well as raising awareness and 
interest in town twinning, for example through publications, audiovisual materials and 
websites. 

• Exchanges of best practices and the accumulation of experience in supporting town 
twinning in Europe. 



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Eligibility criteria 

The eligibility criteria specific to this measure are the following: 

Applicants 

The applicant must be 

- an association or federation of local authorities or 

- a non profit organisation with a legal status (legal personality) 

It must be established in one of the countries participating to the Programme. 

Partnerships 

Eligible project partners are associations or federations of local authorities and non- 
profit organisations with a legal status (legal personality) located in the participating 
countries. 

Number of Partners 

A project must involve at least 2 participating countries, of which at least one is an EU 
Member State. 

Venue(s) of the activities 

The activities must take place in any of the partner countries participating to the project. 
Duration 

The maximum project duration is 12 months. 

Activities 

At least 2 events per project have to be foreseen. 

Programme 

An action plan indicating the main activities, its timetable and expected achievements 
throughout the duration of the project has to be detailed in the application. 

Eligible applications 

The official application form has to be completed in full in one of the EU official 
languages and typed. Project proposals have to be submitted within the deadlines 
foreseen and start within the relevant eligible period (see below: When to apply?). The 
official application form is available at: 
http.V/eacea. ec. europa. eu/citizenship/index_en. htm 



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Administrative documents 

The following documents need to be enclosed with the application form: 

• the declaration on honour, which is an integral part of the application form, completed 
and signed by the person authorised to enter into legally binding commitments on behalf 
of the applicant organisation, attesting their status as a legal entity and their financial 
and operational capacity to complete the proposed activities, and certifying that they are 
not in any of the situations listed in Articles 93 and 94 of the Financial Regulation; 

• the financial identification form (bank details), signed by the applicant and certified by 
the bank. The bank stamp and signature of its representative are not required if this form 
is accompanied by a copy of a bank statement. The signature of the account holder is 
obligatory in all cases. The financial identification form is available at: 
http://ec. europa. eu/budget/execution/ftiers_en. htm 

• the legal entity form, duly completed and signed. For twinning 
committees/associations the legal entity form must be accompanied by an official 
document attesting to the establishment of the twinning committee/association (articles 
of association, registration document indicating date and place of the registration, statute 
etc.), together with any related up-dates or changes. Applicants which have a VAT 
number must send an official VAT document with their legal entities form. The legal 
entity form is available at: http://ec.europa.eu/budget/execution/legal_entities_en.htm 

• if the requested grant is higher than 25.000 euro, applicants that are not public bodies 
must submit with their application the official profit and loss account and balance sheet 
of the organisation for the last financial year for which the accounts have been closed. In 
such case, a financial capacity form has also to be filled in. It is available at: 
http.V/eacea. ec. europa. eu/citizenship/index_en. htm 

• the Curriculum Vitae of the responsible of the project implementation. 



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Award criteria 

Eligible project proposals will be assessed against the qualitative and quantitative 
criteria described below: 

Qualitative criteria 

Qualitative criteria will represent 80% of the points available within the evaluation 
procedure. 

Relevance of the project to the objectives and priorities of the Programme (25 % 

of points available) 

Projects should be relevant to: 

• General objectives of the Programme 

• Specific objective of the Measure 

• Permanent and annual priorities of the Programme 

• Horizontal features of the Programme 

Pertinence of the project and methods proposed (25 % of the points available) 

• Quality of project's framework (definition of the programme, quality of the 
evaluation phase; cooperation with civil society organisations - non profit making 
organisations - as indicated in Action 2). 

• Quality of project's content and methodology (appropriate methodology applied 
relevant for the target group chosen and the typology of activities proposed; European 
dimension). 



• 



Impact (15% of the points available) 

• Impact of the project on the participants, its multiplying effects. 
Visibility and Follow-up (15% of the points available) 

• The quality of the project's reach (visibility of the project and of the Europe for 
Citizens' Programme', follow up, the creation of new town twinning relationships or 
revitalisation of existing ones; development of sustainable twinning networks; 
dissemination and exploitation of the results including at political level; concrete 
future action plans involving participating local and regional governments and their 
citizens) 



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Quantitative criteria 

Quantitative criteria will represent the 20% of points available within the evaluation 
procedure. 



Geographical impact ( 10% of the points available) 

Number of countries involved; 
Number of municipalities involved; 

Target Group ( 10% of the points available) 

number of participants involved ; 

number of people indirectly reached by the project. 



When to apply? 

The deadlines for submitting applications for 'Support Measures' will be as follows: 



Project starting between: 


Deadline for submission: 


1 January and 3 1 March 

of the year after the deadline 


1 June 



How to apply? 

Applications can be submitted: 

• sent by post or by courier service to the address indicated below, for which purposes 
the relevant date is to be the date of dispatch by post, as evidenced by the postmark; or by the 
registered delivery receipt issued by the Postal Services/courier service; or 

• delivered by hand. No applications will be accepted by hand after 05.00 p.m. on the 
stated deadline for submissions. 

EACEA 

Unit P7 Citizenship 

Applications - 'Support Measures' 

Avenue du Bourget, 1 (BOUR 01/25) 

B-1140 Brussels, Belgium 

Applications submitted by fax or directly by email will not be examined. 



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How and when are the results communicated? 

Applicants should be notified of the outcome of the selection procedure during the fourth 
month after the application deadline. 

The lists of selected projects will be published on the following website: 

http://eacea.ec.europa.eu/citizenship/index_en.htm 

Applicants whose applications have not been selected will be informed in writing. 

Successful applicants established in EU countries will be awarded a Grant Decision, while 
successful applicants established outside EU countries will receive a Grant Agreement. 

How is the activity financed? 

The amount of the grant will be calculated on the basis of a balanced, detailed forecast 
budget, expressed in euro and submitted using the table provided with the application form. 

The grant may not exceed a maximum rate of 80% of eligible costs of the action concerned. 
Accordingly, at least 20% of the total estimated eligible expenses must come from sources 
other than the European Union budget. Under no circumstances will the amount awarded 
exceed the amount applied for. 

Maximum eligible grant for a project within this measure is 100.000 euros. 
The minimum grant eligible is 30.000 euros. 

Applications must include a detailed forecast budget expressed in euro. Applicants not 
established in the euro zone must use exchange rates published in the Official Journal of the 
European Union, series C, on 1 June prior to submission of the grant application. 

The forecast budget must be balanced - i.e. total estimated expenses must equal total expected 
finance (total expenses = total revenue) from all sources (including the application for a 
Community grant). The forecast budget must clearly show all eligible expenses. 

The applicant must indicate the sources and amounts of all other finance received or requested 
during the same financial year for the same project or for any other project and activity. 

The beneficiary's bank account (and/or sub-account) must make it possible to identify sums 
paid by the EACEA. 

Final report and payment procedures 

In the event of definitive approval of the application by the EACEA, a Grant Decision (if the 
beneficiary is established in a EU Member State) or a Grant Agreement (if the beneficiary is 
not established in a Member State) drawn up in euro and detailing the conditions and level of 
funding, will be sent to the beneficiary. 



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In case of Decision the beneficiary needs to confirm its intention to implement the project, by 
written notice, in order to receive a pre-financing payment equivalent to 50% of the total 
grant. If written confirmation is not received by the EACEA a single payment will be made 
based upon the final report. 

In case of Grant Agreement, the beneficiary needs to sign and to return the agreement to the 
EACEA. The Executive Agency will be the last part to sign. A pre-financing payment will be 
done within 45 days following the date when the EACEA signs the Agreement. 

The pre-financing is aimed at providing cash flow to the beneficiary. The Executive Agency 
may require any beneficiary which has been awarded a grant to furnish a guarantee in 
advance, in order to limit the financial risks linked to pre-financing payment. In such case the 
pre-financing payment is conditioned by the reception of the guarantee. 

The grant will be paid to the beneficiary after submission to, and acceptance by the EACEA 
of a payment request included in the final report form. 

The final report has to be submitted within two months following the end date of the project 
(official final report forms are available on the websites of Executive Agency at 
http://eacea.ec.europa.eu/citizenship/index_en.htm) and must give a description of the results 
of the project as compared to the initial objectives. It must be accompanied by any 
publications or products created within the project. 

If total actual eligible expenses of the project are less than the total estimated eligible 
expenses, the EACEA will reduce its grant accordingly. The beneficiary will be required to 
reimburse sums already paid by the EACEA in excess of the amount due. 

Beneficiaries undertake to implement projects as submitted in the grant application. Prior 
agreement of the EACEA must be obtained for any amendment to the project. 

Eligible costs of the project 

In order to be eligible under this measure, costs must: 

- be necessary for the implementation of the project, be included in the provisional budget 
attached to the agreement and be consistent with the principles of sound financial 
management, in particular in terms of value for money and cost-effectiveness; 

- be incurred during the lifetime of the project by the beneficiary as defined in the agreement; 

- actually be incurred by the beneficiary, be recorded in the beneficiary's accounts in 
accordance with applicable accounting principles and be declared in accordance with the 
requirements of the applicable tax and social security legislation; 

- be identifiable and verifiable, and be backed up by original supporting documents. 

The beneficiary's internal accounting and auditing procedures must permit direct 
reconciliation of the costs and revenue declared in respect of the action with the 
corresponding financial statements and supporting documents. 

Eligible direct costs: 

Eligible direct costs for the project are those costs that, with due regard for the eligibility 
conditions set out in the previous paragraph, can be identified as specific costs with a direct 



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link to the project's realisation and directly chargeable to it. In particular, the following direct 
costs are eligible: 

- costs for personnel assigned to the project, comprising actual salaries plus social security 
contributions and other statutory costs included in their remuneration, provided that these 
costs do not exceed the average rates corresponding to the usual remuneration policy of the 
beneficiary. The salaries of public sector employees are only eligible if they are paid for or 
reimbursed by the beneficiary, and the employees concerned are directly and exclusively 
working on the project. If they are only working partially on the project, then only the 
relevant percentage is eligible. The fact that these staff are working on the project must be 
proved by secondment agreements, job descriptions, time sheets or other means. 

- travelling and subsistence expenses. Subsistence allowances and accommodation costs may 
not exceed the scales available on the following website: 

http://eacea. ec. europa. ew 'citizenship/index _en. htm 

- costs related to: 

* information, production, communication and dissemination; 

* the organisation of training, information, and dissemination events; 

* costs arising directly from requirements imposed by the grant agreement, including 
the cost of financial guarantees. 

Eligible indirect costs (administrative costs) 

A flat-rate amount (indirect costs), not exceeding 7% of the eligible direct costs of the action, 
representing the beneficiary's general administrative costs which can be regarded as 
chargeable to the project. 

Indirect costs may not include costs entered under another budget heading. 

Indirect costs are not eligible where the beneficiary is already in receipt of an operating grant 
from a Community institution or body. 

Ineligible costs 

The following costs are ineligible in the context of this measure: 
return on capital or invested capital costs; 
debt and debt service charges; 
provisions for losses or liabilities; 
interest owed; 
doubtful debts; 
exchange losses; 

VAT, unless the beneficiary can show that he/she/it is unable to recover it; 
costs declared by the beneficiary and covered by another action or work programme 
receiving a Community grant; 
excessive or reckless expenditure; 

substitution costs for replacing persons involved in the project; 

expenses for travel to or from countries other than those participating in the 
programme, unless explicit prior authorisation is granted by the EACEA; 



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• ongoing operational, depreciation and equipment costs; 

• charges for financial services (except financial guarantees); 

• voluntary work and other in-kind contributions. 



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Action 2 - Active Civil Society in Europe 

What are the aims of the Action? 



This action supports civil society organisations and think tanks, as special links between 
European citizens and the European Union. Civil society organisations at European, national, 
regional and local levels are important elements of citizens' active participation in society and 
help to strengthening different aspects of public life. European public policy research 
organisations have also a specific role to play in providing ideas and reflections on European 
issues, on active European citizenship and on European values and in feeding the debate at 
European level. 

This action is divided into three measures: 

• Structural support for European policy research organisations (think tanks) 

• Structural support for civil society organisations at European level 

These measures provide structural supports to European civil society organisations and think 
tanks, in the form of operating grants covering part of their running costs, with the aim of 
providing them with the necessary capacity and stability for extending and stabilising their 
activities. 

• Support for projects initiated by civil society organisations 

This measure supports concrete projects promoted by civil society organisations established 
in the participating countries, and working at European, national, regional or local level, with 
the aim to raise awareness on European matters. 



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Measure 1 and 2: Structural support for European policy 
research organisations (think-tanks) and for civil society 
organisations at European level 

In order to provide think tanks and civil society organisations at European level with the 
necessary capacity and stability for extending and structuring their activities at the European 
level, structural support will be proposed to European policy research organisations, in the 
form of an operating grant covering part of their running costs. 

A call for proposal will be published at the following address: 

http://ec.europa.eu/citizenship/programme-actions/doc42_en.htm 

Who implements this measure? 

This measure is managed by the EACEA, Unit P7 Citizenship. All relevant 
information can be obtained from: 

EACEA 

Unit P7 Citizenship 

Action 2 - Measures 1 and 2 

Avenue du Bourget, 1 (BOUR 01/25) 

B-1140 Brussels, Belgium 

E m a il : eacea-p 7-civilsociety@ec. europa.eu 

Fax: +32 2 296 23 89 

http://eacea.ec.europa.eu/citizenship/index_en.htm 



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Measure 3: Support for projects initiated by civil society 
organisations 

Specific Objectives 

The aim of this measure is to support concrete projects initiated by civil society 
organisations belonging to different participating countries. The implementation of 
activities with a strong European dimension will enable civil society organisations to 
enhance their capacities and reach wider audiences. Direct cooperation among civil 
society organisations established in different Member States will contribute to foster 
mutual understanding on different cultures and to identify common values. While this 
may be in the form of single projects, a longer-term approach will also ensure a more 
sustainable impact and the development of networks and synergies. 

Project should have one of the following forms, either 

'Event projects' , that consist mainly of conferences; seminars; colloquia; workshops, 
debates; hearings; meetings; training activities; socio-cultural activities. 

or 

'Production and realisation' projects , that consist mainly of publications; websites; 
TV/radio broadcasts; production of audio-visual material; opinion polls; studies; 
analysis; production of education and training materials; application of new 
information technologies. 

Projects should correspond to at least one of the following features: 

• Action: 

The partners should plan, implement and exploit together the results of an action in 
line with the objectives, priorities and horizontal features of the Programme. This 
action can take a variety of forms, for example seminars, thematic workshops, 
production and dissemination of publications, information campaigns, artistic 
workshops, actions related to amateur sport, training seminars, hearings, exhibitions, 
grass roots projects, etc. 

• Debate: 

The project should consist in stimulating and organising debate related to the 
objectives, priorities and horizontal features of the Programme involving for example 
the members of the organisations implementing the project, other civil society 
organisations, other types of organisations, institutions or decision-makers, European 
citizens, etc. 

• Reflection: 

The project should consist in organising, nourishing and structuring reflection on 
European values, European citizenship and democracy involving civil society 



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organisations of all kinds but also, for example, experts, decision-makers, citizens. 
Special attention should be given to reflecting the cultural diversity of Europe. The 
project could include for example a colloquium, preceded by an opinion poll and 
followed by a publication in the media. 

• Networking: 

The project should aim at setting the basis for, or encouraging the development of, 
long-lasting networking between many organisations active in the field. Such 
networking could lead to active cooperation, combining and structuring the different 
elements described above. 



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Eligibility criteria 

The eligibility criteria specific to this measure are the following: 

Applicants 

The applicant must be 

- non governmental organisations; 

- civil society organisations with a legal status (legal personality) developing 
their activities at local, regional national or European level. 

It must be established in one of the countries participating to the Programme. 
Partnerships 

Eligible projects partners are 

- non governmental organisations; 

- civil society organisations with a legal status (legal personality) developing 
their activities at local, regional national or European level. 

The partners must be established in one of the countries participating to the 
Programme. 

Number of Partners 

Any event of the project must involve at least 2 participating countries, of 

whirh at 1f>3ct nnp ic nn PTT TVTpmhpr Stutp 



which at least one is an EU Member State. 



Venue of the activities 

The activities must take place in any of the countries participating to 
the Programme (see Section B "Participating countries"). 

Duration 

Maximum project duration is 12 months. 

Programme 

An action plan indicating the main activities, its timetable and expected 
achievements throughout the duration of the project has to be detailed in the 
application. 



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Eligible applications 

The official application form has to be completed in full in one of the EU 
official languages and typed. Project proposals have to be submitted within the 
deadlines foreseen and start within the relevant eligible period (see below: 
When to apply?). 

The official application form is available at: 

http://eacea. ec. europa. eu/citizenship/index_en. htm 
Administrative documents 

The following documents need to be enclosed with the application form: 

• the declaration on honour, which is an integral part of the application form, 
completed and signed by the person authorised to enter into legally binding 
commitments on behalf of the applicant organisation, attesting their status as 
a legal entity and their financial and operational capacity to complete the 
proposed activities, and certifying that they are not in any of the situations 
listed in Articles 93 and 94 of the Financial Regulation; 

• the financial identification form (bank details), signed by the applicant and 
certified by the bank. The bank stamp and signature of its representative are 
not required if this form is accompanied by a copy of a bank statement. The 
signature of the account holder is obligatory in all cases. The model of the 
financial identification form is available 
at:http://ec.europa.eu/budget/execution/ftiers_en.htm 

• the legal entity form, duly completed and signed. For non-profit associations 
the legal entity form must be accompanied by an official document attesting 
to the establishment of the association (statute, articles of association, 
registration document indicating date and place of the registration, etc.), 
together with any related up-dates or changes. Applicants which have a VAT 
number must send an official VAT document with their legal entities form. 
The legal entity form is available 
at:http://ec.europa.eu/budget/execution/legal_entities_en.htm 

• if the requested grant is higher than 25.000 euro, applicants must submit with 
their application the official profit and loss account and balance sheet of the 
organisation for the last financial year for which the accounts have been 
closed. In such case, a financial capacity form has also to be filled in. It is 
available at: http://eacea.ec.europa.eu/citizenship/index_en.htm 

• the Curriculum Vitae of the responsible of the project implementation 



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Award Criteria 

Eligible project proposals will be assessed against the qualitative and 
quantitative criteria described below: 

Qualitative criteria 

Qualitative criteria will represent 80% of the points available within the 
evaluation procedure. 

• Relevance of the project to the objectives and priorities of the 
Programme (25 % of points available) 

Projects should be relevant to: 

• General objectives of the Programme 

• Specific objective of the Measure 

• Permanent and annual priorities of the Programme 

• Horizontal features of the Programme 

• Pertinence of the project and methods proposed (25 % of the points 
available) 

• Quality of project's framework (active involvement of all the promoters in the 
project; quality of the cooperation among the partners; definition of the 
programme). 

• Quality of project's content and methodology (appropriate methodology 
applied relevant for the target group chosen and the typology of activities 
proposed; European dimension). 

• Impact ( 15% of the points available) 

• Impact of the project on the participants and the target group, its multiplying 
effects 

• Visibility and Follow-up (15% of the points available) 

• The quality of the project's reach (visibility of the project and of the 
Programme, development of new citizens' actions as follow up, contribution to 
the development of European policies,etc; dissemination and exploitation of 
the results including at political level; concrete future action plans involving 
participating local and regional governments and their citizens) 

Quantitative criteria 

Quantitative criteria will represent the 20% of points available within 
the evaluation procedure. 

• Geographical impact (10% of the points available) 

• Number of countries involved; 

• Number of organisations involved; 



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• Target Group (10% of the points available) 

• number of participants involved ; 

• number of people indirectly reached by the project. 

• number of Member States which joined the EU after 1 May 2004, and 
Croatia 



How to make a good project? 

Applicants will find below some hints for increasing the quality of the content 
of their proposed project. Because the project is evaluated on the basis of the 
information included in the application, it is very important that applicants 
present clear and complete documentation with a detailed, well structured and 
informative programme of the project. 

Some hints: 

• explain what objectives you would like to achieve, why you 
chose it and why it is relevant for the objectives and priorities of the 
Programme; 

• explain what is the target group and why this group was chosen; 

• make a detailed action plan, indicating which tasks will be 
carried out, by whom and when; 

• describe the role of all partner organisations in the planning, 
implementation and follow up of the project; 

• involve different types of organisations, in order to contribute to 
the 'cross-fertilisation' between the different stakeholders of this 
Programme 

• involve in the project a variety of European citizens (for 
example different age groups or religious groups) 

• if you are organising an event, describe precisely its format, its 
agenda, the participating groups, the methods and tools that will be 
used etc; 

• if are planning to create a 'product', like publications, internet 
sites, etc., describe it precisely and, if possible, submit a model. 

When to apply? 

The deadlines for submitting applications for 'Citizens' Projects' will be as 
follows: 



Deadline for submission: 


For projects starting between: 


15 February 


1 August and 31 December of the same year of 
the deadline 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 
How to apply? 

Applications can be submitted in one of the following ways: 

• sent by post or by courier service to the address indicated below, for which 
purposes the relevant date is to be the date of dispatch by post, as evidenced by 
the postmark; or by the registered delivery receipt issued by the Postal 
Services/courier service; or 

• delivered by hand. No applications will be accepted by hand after 05.00 
p.m. on the stated deadline for submissions. 

EACEA 

Unit P7 Citizenship 

Applications - 'Action 2 - Measure 3' 

Avenue du Bourget, 1 (BOUR 01/25) 

B-1140 Brussels, Belgium 

Applications submitted by fax or directly by email will not be examined 

How and when are the results communicated? 

Applicants should be notified of the outcome of the selection procedure during 
the forth month after the application deadline. 

The lists of selected projects will be published on the following website: 

http://eacea.ec.europa.eu/citizenship/index_en.htm 

Applicants whose applications have not been selected will be informed in 
writing. 

Successful applicants established in EU countries will be awarded a Grant 
Decision, while successful applicants established outside EU countries will 
receive a Grant Agreement. 



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How is the activity financed? 

Under this measure, the grant can be calculated following two different 
methods, corresponding to different approaches and to which specific rules 
apply: 

• Grants based on flat rates for 'event projects' 

Experience shows that most projects proposed by civil society 
organisations are composed of different kinds of events. A simplified 
type of grant calculation is applied to this category: the grants are 
calculated based on the number of participants in the events and the 
number of days. Additionally, a lump sum will be allocated based on 
eventual final products (publication, DVD/CD-ROM, internet site). 

• Grants based on actual costs for 'production and realisation 
projects' 

Grants for projects mainly composed of activities other than events 
are calculated based on a detailed provisional budget. The grant 
requested in that case may not exceed 60% of the eligible costs of the 
action concerned. Payment of the grant will be based on a detailed 
final statement accompanied by supporting documentation for the 
expenditure. 



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Grants based on flat rates for 'event projects' 

General provisions 

The grant for projects submitted within this measure is mainly calculated on 
the basis of the number of participants in the events and the number of days. 
A lump sum may be added to this grant amount, provided that communication 
tools are also being produced. 

• The project, as a whole, must foresee no less than 50 days of 
participation (1 person attending the event for one day = one day of 
participation) to be considered eligible. 

• A maximum of 400 days of participation (1 person attending 
the event for one day = one day of participation) are taking in 
consideration for the grant calculation. 

• At least 40% of the eligible participants must come from 
eligible countries other than the country where the beneficiary 
organises the events. These participants are identified as international 
participants. 

The grant is calculated on the basis of flat rates and is not directly linked to any 
specific costs, which therefore do not have to be accounted for or justified. 

Detailed grant calculation for each event is requested. 
The 'grant calculator' available on the EACEA website at 
http://eacea.ec.europa.eu/citizenship/funding_en.htm has to be filled in. 

The calculation of the total grant requested is obtained by combining: 

- the total amounts requested for each 'event' ; 

- the amount requested for 'communication tools', if any; 

The grant calculation of each event has to be made as follows: 

• Different flat rates are applied for the participants depending 
upon whether a participant is defined as local or international, and 
depending upon the location of the event. The table below gives full 
details of the flat rates. 

• A local participant is a person who resides in the country where 
the event takes place. The local flat rate as indicated below is applied in 
this case. 

• An international participant is a person who resides in a country 
eligible for the programme which is not the country where the event 



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takes place. The international flat rate as indicated below is applied in 
this case. 

Fixed rates are calculated using weightings produced by the Statistical Office 
of the European Union (EUROSTAT) and reflect the cost level for each 
country. There are two rates for each country: one for local participants, the 
other for international participants. 

The grant calculation of 'communication tools' has to be made as follows: 

There are three types of 'communication tools' which can be granted: 

• Publications 

• DVD or CD-ROM production 

• Website 

The flat-rate grant for each of the above three types of 'communication tool' is 
€1,500.00. The same rate applies to all countries. 

Beneficiaries may receive a grant for a maximum of three different 
'communication tools' (i.e.no two products of the same type). Accordingly 
the maximum total fixed-rate grant under the heading of 'communication tools' 
is €4,500.00. 



Country in which 
the event is staged 


Daily rate for a 

LOCAL 

participant 

(in euro) 


Daily rate for an 

INTERNATIONAL 

participant 

(in euro) 


Belgium 


58,29 


129,02 


Bulgaria 


16,88 


37,36 


Czech Republic 


37,56 


83,14 


Denmark 


60,42 


133,72 


Germany 


54,39 


120,39 


Estonia 


32,08 


71,01 


Greece 


41,91 


92,75 


Spain 


48,37 


107,07 


France 


52,96 


117,23 


Ireland 


68,71 


152,08 


Italy 


49,06 


108,59 


Cyprus 


43,58 


96,47 


Latvia 


25,82 


57,14 


Lithuania 


27,15 


60,09 


Luxembourg 


69,20 


153,17 


Hungary 


31,39 


69,48 


Malta 


34,40 


76,15 


Netherlands 


62,24 


137,76 


Austria 


60,81 


134,60 


Poland 


25,22 


55,83 



Europe for citizens - Programme Guide - version valid as of 01 January 2009 



Portugal 


34,38 


76,09 


Romania 


17,67 


39,11 


Slovenia 


41,26 


91,33 


Slovakia 


29,32 


64,89 


Finland 


55,83 


123,56 


Sweden 


57,26 


126,73 


United Kingdom 


57,85 


128,04 


Croatia 


24,19 


53,53 



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Grants based on actual costs for 'production and realisation projects' 

General provisions 

The amount of the grant will be calculated on the basis of a balanced, detailed 
forecast budget, expressed in euro and submitted using the table provided with 
the application form. 

The grant may not exceed a maximum rate of 60% of eligible costs of the 
action concerned. Accordingly, at least 40% of the total estimated eligible 
expenses must come from sources other than the European Union budget. 
Under no circumstances will the amount awarded exceed the amount applied 
for. 

Maximum grant eligible for a project within this measure is 55.000 euros. The 
minimum grant eligible is 10.000 euros. 

Applications must include a detailed forecast budget expressed in euro. 
Applicants not established in the euro zone must use exchange rates published 
in the Official Journal of the European Union, series C, on 1 June prior to 
submission of the grant application. 

The forecast budget must be balanced - i.e. total estimated expenses must 
equal total expected finance (total expenses = total revenue) from all sources 
(including the application for a Community grant). The forecast budget must 
clearly show all eligible expenses. 

The applicant must indicate the sources and amounts of all other finance 
received or requested during the same financial year for the same project or for 
any other project and activity. 

The beneficiary's bank account (and/or sub-account) must make it possible to 
identify sums paid by the EACEA. 

In the event of final approval of the application by the EACEA, a grant 
decision/agreement, drawn up in euro and setting out the conditions and level 
of financing, will be made by the EACEA and sent to the applicant in writing. 

Eligible costs of the project 

In order to be eligible under this measure, costs must: 

- be necessary for the implementation of the project, be included in the 
provisional budget attached to the agreement and be consistent with the 
principles of sound financial management, in particular in terms of value for 
money and cost-effectiveness; 

- be incurred during the lifetime of the project by the beneficiary as defined in 
the agreement; 

- actually be incurred by the beneficiary, be recorded in the beneficiary's 
accounts in accordance with applicable accounting principles and be declared 



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in accordance with the requirements of the applicable tax and social security 
legislation; 

- be identifiable and verifiable, and be backed up by original supporting 
documents. 

The beneficiary's internal accounting and auditing procedures must permit 
direct reconciliation of the costs and revenue declared in respect of the action 
with the corresponding financial statements and supporting documents. 

Eligible direct costs: 

Eligible direct costs for the project are those costs that, with due regard for the 
eligibility conditions set out in the previous paragraph, can be identified as 
specific costs with a direct link to the project's realisation and directly 
chargeable to it. In particular, the following direct costs are eligible: 

- costs for personnel assigned to the project, comprising actual salaries plus 
social security contributions and other statutory costs included in their 
remuneration, provided that these costs do not exceed the average rates 
corresponding to the usual remuneration policy of the beneficiary. The salaries 
of public sector employees are only eligible if they are paid for or reimbursed 
by the beneficiary, and the employees concerned are directly and exclusively 
working on the project. If they are only working partially on the project, then 
only the relevant percentage is eligible. The fact that these staff are working on 
the project must be proved by secondment agreements, job descriptions, time 
sheets or other means. 

Personnel costs may not exceed 20% of the total direct eligible costs set down 
in the estimated budget submitted by the applicant. 

- travelling and subsistence expenses on the basis of the per diem scales 
available on the following website: 

http://eacea. ec. europa. eu/citizenship/index_en.htm 

- costs related to: 

* information, production, communication and dissemination; 

* the organisation of training, information, and dissemination events; 

* costs arising directly from requirements imposed by the grant agreement, 
including the cost of financial guarantees. 

- purchase cost of equipment (new or second-hand), provided that it is written 
off in accordance with the tax and accounting rules applicable to the 
beneficiary and generally accepted for items of the same kind. Only the portion 
of the equipment's depreciation corresponding to the duration of the project 
and the rate of actual use for the purposes of the action may be taken into 
account by the Agency, except where the nature and/or the context of its use 
justifies different treatment by the Agency; 



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Eligible indirect costs (administrative costs) 

A flat-rate amount, not exceeding 7% of the eligible direct costs of the action, 
representing the beneficiary's general administrative costs which can be 
regarded as chargeable to the project. 

Indirect costs may not include costs entered under another budget heading. 

Indirect costs are not eligible where the beneficiary is already in receipt of an 
operating grant from a Community institution or body. 

Ineligible costs 



The following costs are ineligible in the context of this measure: 
return on capital or invested capital costs; 
debt and debt service charges; 
provisions for losses or liabilities; 
interest owed; 
doubtful debts; 
exchange losses; 

VAT, unless the beneficiary can show that is unable to recover it; 
costs declared by the beneficiary and covered by another action or 
work programme receiving a Community grant; 
excessive or reckless expenditure; 

substitution costs for replacing persons involved in the project; 
expenses for travel to or from countries other than those participating in 
the programme, unless explicit prior authorisation is granted by the 
EACEA; 

ongoing operational, depreciation and equipment costs; 
charges for financial services (except financial guarantees); 
voluntary work and other in-kind contributions. 



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Payment procedures 

In the event of definitive approval of the application by the EACEA, a Grant 
Decision (if the beneficiary is established in a EU Member State) or a Grant 
Agreement (if the beneficiary is not established in a Member State) drawn up 
in euro and detailing the conditions and level of funding, will be sent to the 
beneficiary. 

In case of Decision the beneficiary needs to confirm its intention to implement 
the project, by written notice, in order to receive a pre-financing payment 
equivalent to 50% of the total grant. If written confirmation is not received by 
the EACEA a single payment will be made based upon the final report. 

In case of Grant Agreement, the beneficiary needs to sign and to return the 
agreement to the EACEA. The Executive Agency will be the last part to sign. 
A pre-financing payment will be done within 45 days following the date when 
the EACEA signs the Agreement. 

The pre-financing is aimed at providing cash flow to the beneficiary. The 
Executive Agency may require any beneficiary which has been awarded a 
grant to furnish a guarantee in advance, in order to limit the financial risks 
linked to pre-financing payment. In such case the pre-financing payment is 
conditioned by the reception of the guarantee. 

The grant will be paid to the beneficiary after submission to, and acceptance by 
the EACEA of a payment request included in the final report form. 

The final report has to be submitted within two months following the end date 
of the project (official final report forms are available on the websites of 
Executive Agency at http://eacea.ec.europa.eu/citizenship/index_en.htm) and 
must give a description of the results of the project as compared to the initial 
objectives. It must be accompanied by any publications or products created 
within the project. 

If total actual eligible expenses of the project are less than the total estimated 
eligible expenses, the EACEA will reduce its grant accordingly. The 
beneficiary will be required to reimburse sums already paid by the EACEA in 
excess of the amount due. 

Beneficiaries undertake to implement projects as submitted in the grant 
application. Prior agreement of the EACEA must be obtained for any 
amendment to the project. 

• Specificities Grants based on flat rates for 'event projects' 

The final report must include: 

a list, certified, dated and signed by the person authorised to enter into a legal 
commitment on behalf of the applicant, containing name and addresses of the 
project participants. A list is to be produced for each event 



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A detailed budget does not have to be submitted. Similarly, a detailed final 
statement of costs will not be required, nor does supporting documentation for 
the expenditure have to be supplied with the final project report. 

• Specificities for Grants based on actual costs for 'production 

and realisation projects' 

• The final financial report must be balanced, dated, submitted in euro 
and must include: 

• A detailed final statement of expenditure and income based on the 
template available on the following website: 

• A complete list of invoices, based on the template available on the 
EACEA website: http://eacea.ec.europa.eu/citizenship/index_en.htm 

• The final report form is available at: 
http://eacea.ec.europa.eu/citizenship/payment_en.htm 



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Action 3 - Together for Europe 



What are the aims of the Action? 

This action aims at deepening the concept of 'active European citizenship' and at 
promoting its understanding all over Europe, therefore contributing to 'bringing 
Europe closer to its citizens', through three sets of measures. 

This action will be initiated and carried out by the European Commission; it is 
therefore not planned to select projects under the measure described below. 

High-visibility events 

This measure will support events which are substantial in scale and scope, 
strike a chord with the peoples of Europe, help to increase their sense of 
belonging to the same community, make them aware of the history, 
achievements and values of the 

European Union, involve them in intercultural dialogue and contribute to the 
development of their European identity. 

These events may include the commemoration of historical events, the 
celebration of European achievements, artistic events, awareness-raising 
around specific issues, European-wide conferences and the awarding of prizes 
to highlight major accomplishments. The use of new technologies, in particular 
1ST 4 , shall be encouraged. 

The events will be organised by the Commission, where appropriate in 
cooperation with the Member States or other relevant partners. No grants will 
be awarded under this measure, but possibly public procurements. 

Studies 

In order to get a better understanding of active citizenship at European level, 
the Commission will carry out studies, surveys and opinion polls. 

Information and dissemination tools 

Given the focus on citizens and the variety of initiatives in the field of active 
citizenship, comprehensive information on the various activities of the 
programme, on other European actions related to citizenship and on other 
relevant initiatives needs to be provided through an Internet portal and other 
tools. 

This Programme Guide will be updated to include the links to the information 
and dissemination activities that will take place. 



4 Information Society Technologies. 



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Action 4 - Active European Remembrance 

Specific Objectives 

The European Union is built on fundamental values such as freedom, democracy and 
respect for human rights. In order to fully appreciate their meaning, it is necessary to 
remember the breaches of those principles caused by Nazism and Stalinism in Europe. 
By commemorating the victims, by preserving the sites and archives associated with 
deportations, Europeans will preserve the memory of the past, including its dark sides. 
It is particularly important to do so now, as witnesses are progressively disappearing. 
An awareness of the full dimensions and tragic consequences of the Second World 
War will thereby be maintained, in particular through the involvement of the younger 
generations of Europeans. Furthermore, citizens will engage in a reflection on the 
origins of the European Union, fifty years ago, on the history of European integration, 
which preserved peace among its members, and finally on today's Europe, thereby 
moving beyond the past and building the future. This action therefore will play an 
important role in nourishing the broad reflection on the future of Europe and in 
promoting active European citizenship. 

The aims of this action, in line with the objectives of the Programme, are twofold: 
'fostering action, debate and reflection related to European citizenship and democracy, 
shared values, common history and culture' and 'bringing Europe closer to its citizens 
by promoting Europe's values and achievements, while preserving the memory of its 
past' . 

Under this action, projects of the following types will be supported: 

• Projects linked to the preservation of the main sites and memorials 
associated with the mass deportations, the former concentration camps and 
other large-scale martyrdom and extermination sites of Nazism, as well as 
the archives documenting these events and for keeping alive the memory of 
the victims, as well as the memory of those who, under extreme conditions, 
rescued people from the Holocaust; 

• Projects linked to the commemoration of the victims of mass exterminations 
and mass deportations associated with Stalinism, as well as the preservation 
of the memorials and archives documenting these events. 

The fundamental aim of projects supported under the action entitled 'Active European 
Remembrance' should be to keep alive the memory of the victims of Nazism and 
Stalinism and to improve the knowledge and understanding of present and future 
generations about what took place in the camps and other places of mass-civilian 
extermination, and why. 



Project should have one of the following forms, either 



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'Event projects' , that consist mainly of conferences; seminars; colloquia; workshops, 
debates; hearings; meetings; training activities; socio-cultural activities. 

or 

'Production and realisation' projects , that consist mainly of publications; websites; 
TV/radio broadcasts; production of audio-visual material; opinion polls; studies; 
analysis; production of education and training materials; application of new 
information technologies. 

Projects must correspond to at least one of the following features and are encouraged 
to combine several of them: 

• Preservation: 

The project should ensure the preservation of the main sites of mass 
deportation and extermination, of the memorials - most frequently built on 
those sites - or of the archives documenting those tragic events. The archives 
could include both material and immaterial documents, like the collection of 
oral testimonies. The project should thereby ensure that the different 
testimonies of the past are made available for today's European citizens and/or 
for future generations. 

• Commemoration: 

The project should commemorate the victims of Nazism or Stalinism, or of 
those who took important risks for rescuing people from deportation or 
extermination. The project should mobilise citizens, of all generations, with the 
aim of remembering those tragic events and the victims. For example, it could 
consist in bringing together people for a ceremony on a memorial site, on the 
occasion of an anniversary, or for the inauguration of a commemorative 
building. It could also aim at increasing the knowledge of individual destinies, 
through research or inquiries, or at developing documentation material about 
the victims. The project should clearly identify its target group and take 
necessary measures to ensure that the message is communicated effectively. 
Citizens should play an active role in the planning, implementation and follow 
up of the project. 

• Reflection: 

The project should engage citizens, and especially young people, in a broad 
reflection about the causes and consequences of Nazism and/or Stalinism. It 
could also choose to target specific groups able to act as multipliers, like 
experts, group leaders, decision-makers, etc. -Starting from a reflection on 
what actually happened, the project should analyse why and how the 
democratic principles and Human Rights were violated. This could lead to a 
reflection about the reasons for creating the European Union, and about the 
values that are protected through the European integration process. Finally, 
thanks to a better understanding of the origins of European integration and of 
today's Europe, the project could engage in a reflection about the future of 
Europe. This reflection may be accompanied or supported by concrete actions, 



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in the field. Finally, the project should be carried out in a spirit of 
reconciliation, of tolerance and of pluralism. Therefore, it should pay particular 
attention to involving a variety of European citizens, notably citizens of 
different age groups, and of different national, cultural and religious 
background. 

• Networking: 

The Programme intends to encourage organisations active in this field to 
establish contacts among themselves and to learn from each other. Projects 
covering the present feature should therefore aim at setting the basis for, or 
encouraging the development of, long-lasting networking between 
organisations of this particular field of action. The networking could include, 
for example, exchanges of views on challenges facing this field or exchanges 
of best practices concerning new pedagogical tools or archiving methods. Such 
networking could lead to concrete cooperation of different partners on joint 
projects focusing on preservation, commemoration and/or reflection. The 
cooperation would strengthen the European dimension of the organisations 
involved and would enrich the debate, opening it to new approaches. Finally, it 
would also ensure greater visibility and impact throughout Europe of the 
projects, thereby multiplying the chances of reaching today's European 
citizens. 



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Eligibility criteria 

Applicants 

The applicant must be a non-profit-making organisation with a legal status 
(legal personality) and be established in a participating country. 

For example: non-governmental organisations, associations of survivors, 
associations of families of the victims, memorials, museums, local and regional 
authorities, federations, think tanks, research institutions, organisations active 
in the field of voluntary work, etc. 

Venue of the activities 

The activities must take place in any of the countries participating to the 
Programme (see Section B "participating countries"). 

Eligible applications 

The official application form has to be completed in full in one of the EU 
official languages and typed. Project proposals have to be submitted within the 
deadlines foreseen and start within the relevant eligible period (see below: 
When to apply?). 

Duration 

The maximum duration of project is 12 months. 

Administrative documents 

The following documents need to be enclosed with the application form: 

• the declaration on honour, which is an integral part of the application 
form, completed and signed by the person authorised to enter into legally 
binding commitments on behalf of the applicant organisation, attesting 
their status as a legal entity and their financial and operational capacity to 
complete the proposed activities, and certifying that they are not in any of 
the situations listed in Articles 93 and 94 of the Financial Regulation; 

• the financial identification form (bank details), signed by the applicant 
and certified by the bank. The bank stamp and signature of its 
representative are not required if this form is accompanied by a copy of a 
bank statement. The signature of the account holder is obligatory in all 
cases. The financial identification form is available at: 

http://ec.europa.eu/budget/execution/ftiers_en.htm 

• the legal entity form, duly completed and signed. For non-profit 
associations the legal entity form must be accompanied by an official 

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document attesting to the establishment of the association (statute, articles 
of association, registration document indicating date and place of the 
registration, statute etc.), together with any related up-dates or changes. 
Applicants which have a VAT number must send an official VAT 
document with their legal entities form. The legal entity form is available 
at: 

http://ec.europa.eu/budget/execution/legal_entities_en.htm 

• if the requested grant is higher than 25.000 euro, applicants must 
submit with their application the official profit and loss account and 
balance sheet of the organisation for the last financial year for which the 
accounts have been closed. In such case, a financial capacity form has also 
to be filled in. It is available at: 
http://eacea. ec. europa. eu/ citizenship/index _en. htm 

• the Curriculum Vitae of the responsible of the project implementation 



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Award criteria 

Eligible project proposals will be assessed against the qualitative and 
quantitative criteria described below: 

Qualitative criteria 

Qualitative criteria will represent 80% of the points available within the 
evaluation procedure. 

• Relevance of the project to the objectives and priorities of the 
Programme (25% of points available) 

Projects should be relevant to: 

• General objectives of the Programme 

• Specific objective of the Measure 

• Permanent and annual priorities of the Programme 

• Horizontal features of the Programme 

• Pertinence of the project and methods proposed (25% of the points 
available) 

Quality of project's content and methodology (appropriate methodology 
applied for addressing the theme and showing how, and by whom the different 
tasks will be carried out). 

• Impact (15% of the points available) 

• on the target group(s), and how this will be achieved using the project's final 
products; 

• on the potential development of sustainable networks of cooperation; 

• on intergenerational dialogue and on transfer of the historic memory to the 
younger generation 

• Visibility and Follow-up (15% of the points available) 

• visibility /communication of the planned activities for European citizens 

• dissemination and exploitation of the results towards European citizens 

Quantitative criteria 

• Geographical impact ( 10% of the points available) 

• number of countries involved; 

• number of organisations involved 



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• Target Group (10% of the points available) 

• number or participants involved; 

• number of participants indirectly reached by the project 

• number of Member States which joined the EU after 1 May 2004, and 
Croatia 



How to make a good project? 

Applicants will find below some hints for increasing the quality of the content 
of their proposed project. Because the project is evaluated on the basis of the 
information included in the application, it is very important that applicants 
present clear and complete documentation with a detailed, well structured and 
informative programme of the project. 

Some hints: 

• explain what objectives you would like to achieve with your project, why 
you chose it and why it is relevant for the objectives and priorities of the 
Programme; 

• explain what is the target group and why this group was chosen; 

• make a detailed action plan, indicating which tasks will be carried out, by 
whom and when; 

• describe the role of partner organisations, if any, in the planning, 
implementation and follow up of the project; 

• projects involving different types of organisations, therefore contributing to 
'cross-fertilisation' between the different stakeholders of this Programme 

• projects mobilising a large number of European citizens or a variety of 
European citizens (for example different age groups, different national, 
cultural or religious groups) 

• if you are organising an event, describe precisely its format, its agenda, the 
participating groups, the methods and tools that will be used etc; 

• if you are planning to create a 'product', like publications, internet sites, 
etc., describe it precisely and, if possible, submit a model. 



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Europe for citizens - Programme Guide - version valid as of 01 January 2009 
When to apply? 

The deadlines for submitting applications for "Active European Remembrance" 
will be as follows: 



Deadline for submission: 


For project starting between: 


30 April 


1 October and 31 December of the same 
year of the deadline 



How to apply? 

Applications can be submitted in one of the following ways: 

• sent by post or by courier service to the address indicated below, for which 
purposes the relevant date is to be the date of despatch by post, as evidenced 
by the postmark; or by the registered delivery receipt issued by the Postal 
Services or by the courier service; or 

• delivered by hand. No applications will be accepted by hand after 05.00 
p.m. on the stated deadline for submissions. 

EACEA 

Unit P7 Citizenship 

Applications - 'Active European Remembrance' 

Avenue du Bourget, 1 (BOUR 01/25) 

B-1140 Brussels, Belgium 



Applications submitted by fax or directly by email will not be examined. 

No modification of the application will be authorised after the deadline of 
submission of applications. However, if there is a need to clarify certain 
aspects, the EACEA may contact the applicant for this purpose. 



How and when are the results communicated? 

Applicants will be informed in writing of the receipt of their application and 
should be notified of the outcome of the selection procedure during the forth 
month after the application deadline. 

The lists of selected projects will be published on the following website: 

http://eacea.ec.europa.eu/citizenship/index_en.htm 



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Applicants whose applications have not been selected will be informed in 
writing. 

Successful applicants established in EU countries will be awarded a Grant 
Decision, while successful applicants established outside EU countries will 
receive a Grant Agreement. 



How is the activity financed? 

Under this measure, the grant can be calculated following two different 
methods, corresponding to different approaches and to which specific rules 
apply: 

• Grants based on flat rates for 'event projects' 

Experience shows that most projects proposed by civil society 
organisations are composed of different kinds of events. A simplified 
type of grant calculation is applied to this category: the grants are 
calculated based on the number of participants in the events and the 
number of days. Additionally, a lump sum will be allocated based on 
eventual final products (publication, DVD/CD-ROM, internet site). 

• Grants based on actual costs for 'production and realisation 
projects' 

Grants for projects mainly composed of activities other than events 
are calculated based on a detailed provisional budget. The grant 
requested in that case may not exceed 60% of the eligible costs of the 
action concerned. Payment of the grant will be based on a detailed 
final statement accompanied by supporting documentation for the 
expenditure. 



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Grants based on flat rates for 'event projects' 

General provisions 

The grant for projects submitted within this measure is mainly calculated on 
the basis of the number of participants in the events and the number of days. 
A lump sum may be added to this grant amount, provided that communication 
tools are also being produced. 

• The project, as a whole, must foresee no less than 50 days of 
participation (1 person attending the event for one day = one day of 
participation) to be considered eligible. 

• A maximum of 400 days of participation (1 person attending 
the event for one day = one day of participation) are taking in 
consideration for the grant calculation. 

• At least 40% of the eligible participants must come from 
eligible countries other than the country where the beneficiary 
organises the events. These participants are identified as international 
participants. 

The grant is calculated on the basis of flat rates and is not directly linked to any 
specific costs, which therefore do not have to be accounted for or justified. 

Detailed grant calculation for each event is requested. 
The 'grant calculator' available on the EACEA website at 
http://eacea.ec.europa.eu/citizenship/funding_en.htm has to be filled in. 

The calculation of the total grant requested is obtained by combining: 

- the total amounts requested for each 'event' ; 

- the amount requested for 'communication tools', if any; 

The grant calculation of each event has to be made as follows: 

• Different flat rates are applied for the participants depending 
upon whether a participant is defined as local or international, and 
depending upon the location of the event. The table below gives full 
details of the flat rates. 

• A local participant is a person who resides in the country where 
the event takes place. The local flat rate as indicated below is applied in 
this case. 

• An international participant is a person who resides in a country 
eligible for the programme which is not the country where the event 



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takes place. The international flat rate as indicated below is applied in 
this case. 

Fixed rates are calculated using weightings produced by the Statistical Office 
of the European Union (EUROSTAT) and reflect the cost level for each 
country. There are two rates for each country: one for local participants, the 
other for international participants. 

The grant calculation of 'communication tools' has to be made as follows: 

There are three types of 'communication tools' which can be granted: 

• Publications 

• DVD or CD-ROM production 

• Website 

The flat-rate grant for each of the above three types of 'communication tool' is 
€1,500.00. The same rate applies to all countries. 

Beneficiaries may receive a grant for a maximum of three different 
'communication tools' (i.e.no two products of the same type). Accordingly 
the maximum total fixed-rate grant under the heading of 'communication tools' 
is €4,500.00. 



Country in which 
the event is staged 


Daily rate for a 

LOCAL 

participant 

(in euro) 


Daily rate for an 

INTERNATIONAL 

participant 

(in euro) 


Belgium 


58,29 


129,02 


Bulgaria 


16,88 


37,36 


Czech Republic 


37,56 


83,14 


Denmark 


60,42 


133,72 


Germany 


54,39 


120,39 


Estonia 


32,08 


71,01 


Greece 


41,91 


92,75 


Spain 


48,37 


107,07 


France 


52,96 


117,23 


Ireland 


68,71 


152,08 


Italy 


49,06 


108,59 


Cyprus 


43,58 


96,47 


Latvia 


25,82 


57,14 


Lithuania 


27,15 


60,09 


Luxembourg 


69,20 


153,17 


Hungary 


31,39 


69,48 


Malta 


34,40 


76,15 


Netherlands 


62,24 


137,76 


Austria 


60,81 


134,60 


Poland 


25,22 


55,83 



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Portugal 


34,38 


76,09 


Romania 


17,67 


39,11 


Slovenia 


41,26 


91,33 


Slovakia 


29,32 


64,89 


Finland 


55,83 


123,56 


Sweden 


57,26 


126,73 


United Kingdom 


57,85 


128,04 


Croatia 


24,19 


53,53 



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Grants based on actual costs for 'production and realisation projects' 

General provisions 

The amount of the grant will be calculated on the basis of a balanced, detailed 
forecast budget, expressed in euro and submitted using the table provided with 
the application form. 

The grant may not exceed a maximum rate of 60% of eligible costs of the 
action concerned. Accordingly, at least 40% of the total estimated eligible 
expenses must come from sources other than the European Union budget. 
Under no circumstances will the amount awarded exceed the amount applied 
for. 

Maximum grant eligible for a project within this measure is 55.000 euros. The 
minimum grant eligible is 10.000 euros. 

Applications must include a detailed forecast budget expressed in euro. 
Applicants not established in the euro zone must use exchange rates published 
in the Official Journal of the European Union, series C, on 1 June prior to 
submission of the grant application. 

The forecast budget must be balanced - i.e. total estimated expenses must 
equal total expected finance (total expenses = total revenue) from all sources 
(including the application for a Community grant). The forecast budget must 
clearly show all eligible expenses. 

The applicant must indicate the sources and amounts of all other finance 
received or requested during the same financial year for the same project or for 
any other project and activity. 

The beneficiary's bank account (and/or sub-account) must make it possible to 
identify sums paid by the EACEA. 

In the event of final approval of the application by the EACEA, a grant 
decision/agreement, drawn up in euro and setting out the conditions and level 
of financing, will be made by the EACEA and sent to the applicant in writing. 

Eligible costs of the project 

In order to be eligible under this measure, costs must: 

- be necessary for the implementation of the project, be included in the 
provisional budget attached to the agreement and be consistent with the 
principles of sound financial management, in particular in terms of value for 
money and cost-effectiveness; 

- be incurred during the lifetime of the project by the beneficiary as defined in 
the agreement; 

- actually be incurred by the beneficiary, be recorded in the beneficiary's 
accounts in accordance with applicable accounting principles and be declared 



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in accordance with the requirements of the applicable tax and social security 
legislation; 

- be identifiable and verifiable, and be backed up by original supporting 
documents. 

The beneficiary's internal accounting and auditing procedures must permit 
direct reconciliation of the costs and revenue declared in respect of the action 
with the corresponding financial statements and supporting documents. 

Eligible direct costs: 

Eligible direct costs for the project are those costs that, with due regard for the 
eligibility conditions set out in the previous paragraph, can be identified as 
specific costs with a direct link to the project's realisation and directly 
chargeable to it. In particular, the following direct costs are eligible: 

- costs for personnel assigned to the project, comprising actual salaries plus 
social security contributions and other statutory costs included in their 
remuneration, provided that these costs do not exceed the average rates 
corresponding to the usual remuneration policy of the beneficiary. The salaries 
of public sector employees are only eligible if they are paid for or reimbursed 
by the beneficiary, and the employees concerned are directly and exclusively 
working on the project. If they are only working partially on the project, then 
only the relevant percentage is eligible. The fact that these staff are working on 
the project must be proved by secondment agreements, job descriptions, time 
sheets or other means. 

Personnel costs may not exceed 20% of the total direct eligible costs set down 
in the estimated budget submitted by the applicant. 

- travelling and subsistence expenses on the basis of the per diem scales 
available on the following website: 

http://eacea. ec. europa. eu/citizenship/index_en.htm 

- costs related to: 

* information, production, communication and dissemination; 

* the organisation of training, information, and dissemination events; 

* costs arising directly from requirements imposed by the grant agreement, 
including the cost of financial guarantees. 

- purchase cost of equipment (new or second-hand), provided that it is written 
off in accordance with the tax and accounting rules applicable to the 
beneficiary and generally accepted for items of the same kind. Only the portion 
of the equipment's depreciation corresponding to the duration of the project 
and the rate of actual use for the purposes of the action may be taken into 
account by the Agency, except where the nature and/or the context of its use 
justifies different treatment by the Agency; 



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Eligible indirect costs (administrative costs) 

A flat-rate amount, not exceeding 7% of the eligible direct costs of the action, 
representing the beneficiary's general administrative costs which can be 
regarded as chargeable to the project. 

Indirect costs may not include costs entered under another budget heading. 

Indirect costs are not eligible where the beneficiary is already in receipt of an 
operating grant from a Community institution or body. 

Ineligible costs 



The following costs are ineligible in the context of this measure: 
return on capital or invested capital costs; 
debt and debt service charges; 
provisions for losses or liabilities; 
interest owed; 
doubtful debts; 
exchange losses; 

VAT, unless the beneficiary can show that is unable to recover it; 
costs declared by the beneficiary and covered by another action or 
work programme receiving a Community grant; 
excessive or reckless expenditure; 

substitution costs for replacing persons involved in the project; 
expenses for travel to or from countries other than those participating in 
the programme, unless explicit prior authorisation is granted by the 
EACEA; 

ongoing operational, depreciation and equipment costs; 
charges for financial services (except financial guarantees); 
voluntary work and other in-kind contributions. 



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Payment procedures 

In the event of definitive approval of the application by the EACEA, a Grant 
Decision (if the beneficiary is established in a EU Member State) or a Grant 
Agreement (if the beneficiary is not established in a Member State) drawn up 
in euro and detailing the conditions and level of funding, will be sent to the 
beneficiary. 

In case of Decision the beneficiary needs to confirm its intention to implement 
the project, by written notice, in order to receive a pre-financing payment 
equivalent to 50% of the total grant. If written confirmation is not received by 
the EACEA a single payment will be made based upon the final report. 

In case of Grant Agreement, the beneficiary needs to sign and to return the 
agreement to the EACEA. The Executive Agency will be the last part to sign. 
A pre-financing payment will be done within 45 days following the date when 
the EACEA signs the Agreement. 

The pre-financing is aimed at providing cash flow to the beneficiary. The 
Executive Agency may require any beneficiary which has been awarded a 
grant to furnish a guarantee in advance, in order to limit the financial risks 
linked to pre-financing payment. In such case the pre-financing payment is 
conditioned by the reception of the guarantee. 

The grant will be paid to the beneficiary after submission to, and acceptance by 
the EACEA of a payment request included in the final report form. 

The final report has to be submitted within two months following the end date 
of the project (official final report forms are available on the websites of 
Executive Agency at http://eacea.ec.europa.eu/citizenship/index_en.htm) and 
must give a description of the results of the project as compared to the initial 
objectives. It must be accompanied by any publications or products created 
within the project. 

If total actual eligible expenses of the project are less than the total estimated 
eligible expenses, the EACEA will reduce its grant accordingly. The 
beneficiary will be required to reimburse sums already paid by the EACEA in 
excess of the amount due. 

Beneficiaries undertake to implement projects as submitted in the grant 
application. Prior agreement of the EACEA must be obtained for any 
amendment to the project. 

• Specificities Grants based on flat rates for 'event projects' 

The final report must include: 

a list, certified, dated and signed by the person authorised to enter into a legal 
commitment on behalf of the applicant, containing name and addresses of the 
project participants. A list is to be produced for each event 



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A detailed budget does not have to be submitted. Similarly, a detailed final 
statement of costs will not be required, nor does supporting documentation for 
the expenditure have to be supplied with the final project report. 

• Specificities for Grants based on actual costs for 'production 

and realisation projects' 

• The final financial report must be balanced, dated, submitted in euro 
and must include: 

• A detailed final statement of expenditure and income based on the 
template available on the following website: 

• A complete list of invoices, based on the template available on the 
EACEA website: http://eacea.ec.europa.eu/citizenship/index_en.htm 

• The final report form is available at: 
http://eacea.ec.europa.eu/citizenship/payment_en.htm 



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